Document Delivery Services-Policy

Interlibrary Borrowing Policy
for Document Delivery Services
University Libraries, University of Nevada, Reno
November, 2004

Definition
Purpose
Interlibrary Borrowing
Library User's Responsibilities
Library Responsibilities
Conditions of Service

Definition

Interlibrary loan is a transaction in which library material, or a copy of the library material, is made available by one library to another upon request. When library materials are not available in the University of Nevada, Reno Libraries, library users may request those items through Document Delivery Services. An interlibrary loan transaction has two components: borrowing and lending. This policy addresses the borrowing component.
Document Delivery Services abides by the American Library Association's National Interlibrary Loan Code for the United States, 2001 and the specific policies of lending libraries. In addition, Document Delivery Services complies with the Copyright Act of 1976 (Title 17 of the United States Code) and guidelines developed by the National Commission on New Technological Uses of Copyrighted Works, known as the CONTU guidelines, as described in the Library of Congress' Copyright Publication number 21.

Purpose

The purpose of the Interlibrary Borrowing Policy is to codify and publish the operating policies of Document Delivery Services that apply to interlibrary borrowing. These written policies will serve to clarify what the policies are and will be available to library staff and library users as needed.

Interlibrary Borrowing

Eligible Users

Library users with valid University of Nevada, Reno library cards may use the service as follows:
- University of Nevada, Reno faculty, staff, graduate students, and undergraduate students are eligible for the service.
- University and Community College of Nevada System (non- University of Nevada, Reno affiliated) faculty and staff may use the service for $3 per request plus any associated fees.
- Community Borrowers may use the service for $10 per request plus any associated fees.

What Can Be Requested

With the exception of the items listed below, most library materials, such as books, newspapers on microfilm, and photocopies of periodical articles, may be requested providing that those materials are not already owned by the University Libraries.
Materials owned by the University Libraries that display in the Library Catalog as being missing, long overdue, billed, or at the bindery may be requested.

What Cannot Be Requested

Non-circulating materials in the University Libraries are not eligible to be requested. The University Libraries' materials that are checked out cannot be requested; instead, checked-out materials can be recalled. Exceptions will be considered on a case-by-case basis.
Materials are loaned at the discretion of the lending library. High use materials may not be available. Materials with current year imprints are not always available; the Document Delivery Services Supervisor will let the user know if a specific title would be available.
The following items are usually not available for loan: Rare, fragile, or valuable materials; A-V materials; computer software; reference materials; entire issues or volumes of periodicals; multiple volume sets; and other non- circulating items. Textbooks for current university classes will not be requested by Document Delivery Services.
DDS is unable to supply copies of entire issues of journals due to the cost of purchasing royalty-paid articles. Users are asked to prioritize needed articles from a single issue and DDS will order as many as possible with a maximum total cost of $100.
Some universities do no lend their masters theses and doctoral dissertations. Document Delivery Services staff will check universities' policies to determine whether theses and dissertations can be borrowed. Most dissertations are available for purchase from University Microfilms International through the online database Dissertation Abstracts located on the Libraries' web site.
Because the National Judicial College Library, Truckee Meadows Community College Library, the Desert Research Institute Library, and the Washoe County Library are geographically close to the university, materials located at those libraries are not eligible to be requested through interlibrary loan.

Copyright

On occasion, library users will submit several requests for photocopies of journal articles from a single journal title during the course of the year. Document Delivery Services operates under copyright law guidelines, known as the CONTU Guidelines, which prohibit the library from requesting more than five articles within a calendar year from any one journal title published in the previous five years. Filled requests over the five-article limit are subject to royalty fees. Document Delivery Services will pay royalty fees to the Copyright Clearance Center or purchase the article from a commercial vendor, if possible. If neither of these options is available, Document Delivery Services may not be able to request the article.

Number of Requests That Can be Requested

Our online requesting system allows users to have a limit of 99 active requests at any one time. The Document Delivery Services staff make every effort to process requests in a timely manner, however during peak periods of research activity by our users, a limit of 20 requests processed per week per person may be set.

How to Place a Request

University of Nevada, Reno faculty, staff, graduate students, and undergraduate students use the online request forms located on the Libraries' web site to request materials on interlibrary loan. Users who have disabilities that prevent them from using the online forms may seek assistance from the Document Delivery Services staff to submit their requests.
UCCSN faculty and staff (non-UNR) must use the paper ILL request forms and submit them in person at the Document Delivery Services office during open hours of 8am to 5pm, Monday through Friday.
Community Borrowers must use the paper ILL request forms and submit them in person at the Document Delivery Services office during open hours of 8am to 5pm, Monday through Friday

Fees for Services

Interlibrary borrowing and document delivery services are provided to UNR faculty, staff, and students at no cost to the requester.
University and Community College System of Nevada faculty and staff (non-University of Nevada, Reno affiliated) are charged $3.00 per request for books and periodical articles plus any associated fees. Associated fees may include charges assessed by lending libraries for borrowing materials or supplying photocopies, or charges billed by commercial document delivery suppliers.
Community Borrowers are charged $10.00 per request for books and periodical articles plus any associated fees. Associated fees may include charges assessed by lending libraries for borrowing materials or supplying photocopies, or charges billed by commercial document delivery suppliers.

How Long It Takes to Receive Materials

Books and other returnable materials requested from Nevada libraries usually arrive within one to two weeks.
Materials requested from out of state libraries usually arrive within one to four weeks.
Periodical articles usually arrive within a week. Rush service articles usually arrive within 2-3 days.

Notification When Materials Arrive

Document Delivery Services notifies users when materials arrive via e-mail, Campus Mail, or U.S. Mail depending on address information stored in their library card circulation records

Delivery Options

Materials may be picked up at the Getchell Library Circulation Desk. Campus mail, U.S. Mail, and electronic delivery of periodical articles are available to University of Nevada, Reno users.
University and Community College System of Nevada users (non-University of Nevada, Reno affiliated) and Special Borrowers may receive delivery of articles via U.S. Mail for $2.00 per package. Pre-payment will be required for this service.

Checkout Period for borrowed Materials

Lending libraries set the conditions for use of their materials. Most times, library materials are checked out for three weeks. Sometimes a shorter check out period will be necessary to comply with a lending library's conditions. Sometimes the materials may not be checked out and will need to be used at the Getchell Library.
Renewals are sometimes available, but Document Delivery Services must be notified that a renewal is desired in advance of the due date.

Overdue Materials

When borrowed materials are not returned when they are due, the user will be assessed an overdue fine of $1.00 per day until the materials are returned. This fine will be charged automatically to the user's library circulation record. DPOs will not be accepted for overdue fines.

Lost or Damaged Materials

Users are liable for the replacement or repair costs of materials in their possession if loss or damage occurs.

Library User's Responsibilities

The User will:

Verify that the materials being requested are not owned by the University of Nevada, Reno Libraries by using the library's online catalog on the Libraries' web site. Ask Reference staff for help when needed.
Provide accurate citations for the materials being requested. Check online and paper indexes to verify citations when possible. Journal title abbreviations should be submitted as is--do not guess their meaning.
Plan ahead. The interlibrary loan process takes time. Materials located out of state may not arrive for several weeks.
Pick up materials in a timely manner. Materials obtained through interlibrary loan are checked out for three weeks from the time the user is notified that the materials have arrived.
Return materials to the Getchell Library Circulation Desk or the Document Delivery Services office when they are due. Overdue fines of $1.00 per day will be billed to the user's library circulation record if materials are not returned on time.
Keep materials safe while they are checked out. If lost or damaged, you are liable for the replacement or repair costs as billed by the lending library.
Comply with the fair use section of the Copyright Act of 1976 (17 USC 107) as stated on each interlibrary loan request form.
- The copyright law of the United States (Title 17, United States Code), governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photo- copy or other reproduction. 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. This institution reserves the right to refuse to accept a copying order, if, in its judgment, fulfillment of the order would involve violation of copyright law.

Noncompliance with these policies may result in the suspension of interlibrary loan privileges by the University of Nevada, Reno Libraries.

Library Responsibilities

The University Libraries' Document Delivery Service will:

Abide by the National Interlibrary Loan Code of the United States, 1993 and specific lending policies of lending libraries.
Comply with the Copyright Act of 1976 and the CONTU guidelines as described in the Library of Congress' Copyright Publication number 21.
Process requests in a timely manner.
Keep users informed of the status of or problems with their requests.

Conditions of Service

The conditions of this service are set by the Dean of Libraries.

Interlibrary Borrowing Policy for Document Delivery Services University Libraries, University of Nevada, Reno November, 2004

Interlibrary Borrowing Policy
for Document Delivery Services
University Libraries, University of Nevada, Reno
November, 2004