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Interlibrary Loan Policies

The mission of the Interlibrary Loan Department (ILL) is to locate and acquire, whenever possible, materials not owned by J. Murrey Atkins Library for the educational and research needs of the University community.  This may include, but is not limited to, books, journal articles, documents, and audio-visual materials.  The ILL department is also responsible for the lending of materials owned by J. Murrey Atkins Library to other institutions when the requests fall into the guidelines stated here.

Atkins Library complies with the National Interlibrary Loan Code, the Interlibrary Loan Code for North Carolina Libraries, the Model Interlibrary Loan Code for the University of North Carolina, and all applicable Copyright Laws (Title 17, US Code).
 
II. Purpose of ILL Guidelines
 
The purpose of this statement is to describe the services and resources which are offered by the department, to set standards and guidelines for service, to provide guidance for those working in the ILL department and those being trained and to serve as a source of policy information for potential borrowing institutions.



 
III. Borrowing Policies (For Requesting ILL Materials from other Libraries)
 
A. ILL Patrons
 
The library provides ILL services to all UNC Charlotte students, faculty, and staff with current accounts.  Non-affiliated patrons will be directed to their local institution for initiating ILL requests. 
 
Undergraduates are encouraged to exhaust resources available at UNC Charlotte before requesting materials via interlibrary loan due to the time constraints of their assignments and the length of time it may take to obtain materials through ILL. 
 
Community Borrowers are not eligible to use the Interlibrary Loan Service.
 
  
B. Fines
 
Fines are levied for overdue ILL material at the rate of $1.00 per day (no maximum). Fines for overdue ILL items that have been recalled are $5.00 per day (no maximum).  This provision is applicable to all individuals using the Interlibrary Loan services.
 
C. Renewals
 
Renewals may be requested through your Interlibrary Loan account.  These requests must be submitted the day before the due date.  If a renewal is requested, fines will not be levied against the material until a response is received from the lending institution. 
 
D. Unacceptable Requests
 
Atkins Library does not accept the following types of interlibrary loan requests:
  • Textbooks assigned to current UNC Charlotte courses.
  • Material owned by Atkins Library unless officially declared lost.
  • Publication requirements of a particular journal.
  • Material needed for reserve use (copyright violation).
  • Material recently borrowed and returned for the same individual.
  • Request that does not comply with the Copyright Law (Title 17, US Code) and its guidelines.
  • Incomplete or incorrect citations.
 
E. Hard-to-Obtain Requests
 
Because most libraries will not lend the following types of material, Atkins Library has difficulty borrowing these items:
  • Rare or valuable material, including manuscripts
  • High Demand Material  (best sellers, newly published, etc.)
  • Reference books, audiovisual materials and genealogy works.
  • Bulky or fragile Material (shipping may be difficult or cause damage).
  • Media and test material.
 
F. Rush Requests
 
Rush requests are accepted at the discretion of the library staff. Patrons are first encouraged to utilize the local collection to its fullest.  Unfortunately, when a request is denoted with a rush status, the borrower is at the mercy of the lending institution and their service commitment. Every attempt will be made to get the request in the needed time span, but this cannot be guaranteed due to uncontrollable and unforeseen circumstances.
 
 
G. Turnaround Time
 
Requests are processed as quickly as possible. It is the goal of the ILL department to order your request within 24 hours after submittal.  Generally, when planning for deadlines, the patron should take into consideration that an ILL request for a physical item could take 2-3 weeks.  Requests that can be sent electronically (e.g.. journal articles) are usually received within 2 days.
 
H. Making Requests
 
Patrons must submit interlibrary loan requests via electronic forms.  These forms will allow staff to electronically transfer the needed information to lending libraries, which cuts processing time in half and minimizes entry error.  No telephone or emailed requests are accepted.
 
Requirements for all ILL Requests:
  • ILL staffrequire a complete and accurate bibliographic description of the requested material.
  • Abbreviations are not accepted.
  • All UNC Charlotte affiliated patrons must provide a valid UNC Charlotte email address
  • By submitting the request, the patron is indicating that they have read and understand the copyright compliance statement.

I. Arrival Notification and Pick-up

All copies (articles, etc.) will be delivered electronically whenever possible.  All physical items (books, videos, etc.) will be held at the Circulation Desk, and the patron must show their valid UNC Charlotte ID in order to pick up the material.  Faculty may choose to have items sent to their office through Atkins Express by selecting "Mail to Address" in their ILL account (in the Loan Delivery Method box under personal information).
 
Patrons will be notified when an item has arrived via email notification only. No telephone notification is provided. If materials are not claimed within ten days of the original email notification, ILL staff will continue attempting to contact the requester via email.  It is the responsibility of the patron to activate their UNC Charlotte account and check for arrival notices.  If the item is not picked up on time, the patron has lost that time with the item.  Since renewals are at the discretion of the lending institution, a renewal cannot be guaranteed.

J. E-mail Policy

All correspondence concerning interlibrary loan requests will be sent to UNC Charlotte E-mail accounts only.  All students, faculty and staff requesting interlibrary loan materials must have a valid UNC Charlotte account.  Students can activate this account via ITS.
 



IV. Lending Policies [for other Libraries only]

 
J. Murrey Atkins Library agrees to make its materials available to other libraries.  Our library will reserve the right to decide whether a particular item should or should not be provided, and whether the original or a copy should be sent.  The conditions of this service are based on the National Interlibrary Loan Code, the Interlibrary Loan Code for North Carolina Libraries,  and all applicable Copyright Laws (Title 17, US Code).
 

A.  Loan Requests

Atkins library will accept requests via OCLC. 
 

B.  Length of Loan

Loan periods are generally 30 days, unless otherwise indicated in this policy.  Photocopies should not be returned.

C.  Processing Time

Generally all requests are processed and sent the day they are received.

D.  Renewals

Renewals will usually be granted for a 2-week period unless "no renewal" has been specified at the time of the loan.

E.  Material Available for Loan

  • Monographs
  • Theses and Dissertations: Reproduction only allowed with the written permission of the Author

F.  Material not available for Loan

  • Rare or valuable material, including manuscripts
  • High Demand Material- best sellers, newly published, current events, textbooks, reserve items.
  • Non-circulating Material-reference books, periodicals, and audiovisual materials.
  • Bulky or fragile Material-shipping may be difficult or cause damage.
  • Media and test material.

G.  Charges

For Loans (physical items to be mailed):
  • Not-for-profit Institutions:  No charge
  • For-profit Institutions:  $20
For Copies (photocopies of articles, etc):
  • Not-for-profit Reciprocal Institutions:  No charge
  • Not-for-profit non-Reciprocal Institutions:  $8
  • For-Profit Institutions:  $15

H. Overdue

Overdue notices are sent out at 30 and 60 days.  If the item has not been returned within ninety days it will be assumed lost and the borrowing institution will be billed for the replacement cost of the material according to library policy regarding lost library materials.
 
If no response is received from the borrowing institution within thirty days from the bill date, privileges for the borrowing institution may be suspended until payment or a resolution has been agreed upon.

I. Billing

Materials are invoiced at time of delivery of the material. 
 
We accept two payment methods: IFM and checks.
 
The preferred method of billing is through the OCLC IFM system, but we will manually invoice non-IFM institutions.

J. Methods of Delivery

Atkins Library will normally deliver loan materials (physical items such as books)  through the US Mail.  All materials must be returned in the same condition as received.
 
Atkins library will deliver copies (e.g. photocopies of journal articles) via the best available method, preferably electronically. We currently are able to deliver copies electronically via Odyssey, PDF email attachment,  fax, and US Mail.  The preferred method of delivery is electronic via Odyssey or PDF email attachment.
 

K. Copyright Compliance

All interlibrary loan functions are in compliance with the Copyright law and guidelines.  The library adheres to the copyright guidelines with regard to CCG and CCL.
 
The requesting library must comply with CCG or CCL.
 

V. Reciprocal Agreements

As an integral part of the Interlibrary Loan system, Atkins Library has reciprocal agreements with other libraries.  Kudzu libraries will receive their loans via UPS; Kudzu returns are via US Postal Service, Library Rate.
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