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INTERLIBRARY LOAN POLICY

See also Interlibrary Loan Webpage

INTRODUCTION

Interlibrary loan (ILL) is a cooperative effort among libraries to share resources. The conditions of interlibrary loan service are established by:

  • National Interlibrary Loan Code of ALA
  • OUS Interlibrary Loan Code
  • Oregon library Association Interlibrary Loan Code
  • OCLC Interlibrary Loan Code
  • regulations and protocols of this library and other libraries

MISSION STATEMENT

The Hamerlsy Library exists to help serve the educational and research needs of the University community by making available for use book and non-book materials. The library staff assists library users in obtaining and using those resources. It is impossible for any one library to be self sufficient; there will be numerous situations where library users will need materials not owned by the library. Western is aware of its collection limitations and, therefore, maintains a liberal policy of interlibrary loan borrowing and lending. All library users are treated on an equal basis when receiving interlibrary loan services.

LEGAL RESPONSIBILITY

Confidentiality of records

The circulation records and borrower application files of the library are confidential, regardless of the source of inquiry. Such records shall not be made available to anyone, except under court order or other form of due process which has been reviewed and approved by the University's legal counsel.

Copyright policy statement

It is the intent of Hamerlsy Library to adhere to the provisions of the U.S. Copyright Law (Title 17, United state Code Sec. 101 et seq.). Though there continues to be new controversy regarding interpretation of copyright laws, this policy represents a sincere effort to operate legally. Appropriate notices reminding faculty, employees, and students of the Copyright Law are posted at sites where interlibrary loan requests are submitted and on all equipment used for reproduction. A similar warning ("Order Warning of Copyright") is included on the request forms used by patrons to order interlibrary photocopying. Records are kept of interlibrary loan photocopies and photocopies of reserve items. A guide has been prepared to assist faculty in observing copyright laws concerning the placement of photocopies on reserve and for their use in the classroom. Copyright laws, handbooks, and guidelines are available in the library for anyone's use.

The library disapproves of unauthorized duplication in any form. employees, and students of the University, who willfully disregard the copyright policy are in violation of the Hamersly Library Policy and do so at their own risk and assume all liability.

COPYRIGHT POLICY

Subsection 108(g)(2) of the Copyright Law deals, among other things, with limits on interlibrary arrangements for photocopying. It prohibits systematic photocopying of copyrighted materials, but permits interlibrary arrangements "that do not have, as their purpose of effect, that the library or archives receiving such copies or phonorecords for distribution does so in such aggregate quantities as to substitute for subscriptions to or purchase of such work."

Two other subsections of the Copyright Law permit a library to provide a single photocopy of certain works to a patron or other user. The library may make the copy from its own collection -- i.e., "in-house' photocopying. Or it may provide a copy reproduced by another library -- i.e., "interlibrary" photocopying. These provisions apply to the following sections:

Section 108(d) Periodical Articles and other Contributions -- in-house or interlibrary reproduction of a single copy of no more than one article or other contribution to a periodical or other collective work, or a small part of any other copyrighted work, regardless of whether or not it is out of print.

Section 108(e) Out of Print Works -- in-house or interlibrary reproduction of a single copy of an entire work or substantial part of it. The copy may be made only if the library has determined by reasonable investigation that a copy cannot be obtained at a fair price.

LIMITATIONS ON LIBRARY REPRODUCTION OF MATERIALS

The following limits have been set on library reproductions of material by the U.S. Copyright Law:

1. only a single copy may be reproduced or distributed;

2. reproduction is done without purpose of commercial advantage;

3. the library's collections must be open to the public or available to nonaffiliated, as well as affiliated, researchers in a specialized field;

4. the reproduction and distribution must include a copyright notice;

5. the copy must become the user's property;

6. the library must have no notice that the copy will be used for purposes other than private study, scholarship or research.

The library accepts the numerical restrictions developed by the National Commission on New Technological uses of Copyrighted Works, also known as CONTU Guidelines, which are as follows:

1. No more than five articles may be requested from a periodical (as opposed to a particular issue) in any calendar year with the following exceptions:

  • The articles requested are more than five years old.
  • The library has a current subscription or has an order for a subscription for the needed journal.

2. Photocopy of an entire monograph or collection will not be requested unless the work is out of print and a reasonable search has been made to acquire it at a fair price.

3. Excerpts from copyrighted monographs or collections may be requested under the CONTU Guidelines which allow five excerpts per calendar year during the entire period the work is protected by copyright. These restrictions do not apply if the library owns the copyrighted work but it is not available for copying within a reasonable amount of time.

4. The interlibrary loan staff will keep records of all requests made for a period of three years as required by the copyright law.

5. At the place where interlibrary loan requests are accepted, the library will post a warning of copyright sign ("DISPLAY WARNING OF COPYRIGHT") conforming to the regulations prescribed by the Register of Copyrights. A similar warning ("Order Warning of Copyright") will be included on the request forms used by patrons to order interlibrary photocopying.

6. Copyright compliance for copying is the responsibility of the receiving library. The library will fill those requests from other libraries which indicate compliance with the CONTU Guidelines (indicated by the initials CCG) or other provisions of the copyright law (indicated by the initials CCL). However, the library reserves the right to refuse requests which, based on our judgment, appear to contravene the law.

If the need arises for copyrighted articles or excerpts from monographs or collections in excess of the number allowed by the CONTU Guidelines, the library may do one or more of the following:

1. try to borrow the original work;

2. obtain the article(s) or excerpt(s) in the usual manner and pay the appropriate royalty fees to the Copyright Clearance Center;

3. obtain the article(s) or excerpt(s) from a commercial vendor who has royalty arrangement with the publisher;

4. write to the publisher asking for permission to photocopy the needed materials with or without royalty fees. (If the publisher does not reply within four weeks, the library will interpret this as permission to proceed.)

USER GROUPS DEFINED

The following categories of library users are eligible for Interlibrary Loan Services:

1. all registered Western students;

  • any number of classes,
  • includes distance education,
  • includes students preregistered for the next term,

2. all University staff members;

3. all current faculty;

4. emeritus faculty ;

5. Teaching Research faculty and staff;

6. graduate assistants and research assistants.

The following categories of library users are NOT eligible:

1. patrons with guest card status;

2. spouses and family members of students, staff and faculty;

3. individuals not affiliated with the campus (general public);

4. Elderhostel library users not eligible for ILL services should use their local public library or any other library with which they are affiliated.

Policies

The library participates in resource sharing with any information agency. There is no charge for ILL services.

We will accept OCLC, ALA, and FAX interlibrary loan requests. The loan period is two weeks from date of the receipt. Materials can be renewed for two weeks with the following exceptions:

  • when there is a hold for another patron;
  • when the material is already a week overdue.

Non-circulating library materials will not be loaned except under special circumstances and with the approval of the Access Services Librarian.

The number of pages sent via fax may be limited depending on the current load for fax requests. Articles exceeding the limit will be sent via U.S. mail and a fax or phone message will be sent saying that the material is being sent by mail.

LIMITATION ON MATERIALS TO BE BORROWED

There is no limit on the number of ILL requests a person may submit; however, requests should be prioritized in their order of importance. Patrons are informed that their requests will be taken in turn with other requests being submitted on a daily basis.

Patrons should not expect to obtain the following types of material through interlibrary loan:

  • Titles listed on WOLF as being owned by Western's library unless declared lost by the Circulation Unit
  • Monographic Titles listed in the Orbis catalog, unless the owning library does not loan the item or the item is listed as lost or missing
  • Reference works
  • Rare books or original manuscripts
  • Newspapers or other bulky materials in their original format
  • Some genealogy or heraldry documents
  • Some doctoral dissertations and master's theses
  • Entire volumes or issues of periodicals

SUBMITTED REQUESTS

Interlibrary requests are submitted electronically and reviewed by Interlibrary Loan Staff. It is the responsibility of the patron to check each request for complete and accurate information and legibility. Requests with incomplete or inaccurate information may be returned to the requestor.

The interlibrary loan staff will attempt to obtain the material until the "not useful after" date is reached or they are advised otherwise by the patron.

CHARGES AND FINANCIAL RESPONSIBILITY

It is the library's policy to provide interlibrary loan services free of charge to eligible patrons.

Users of ILL services are responsible for all overdue fines and/or replacement costs arising from their requests.

There is a $1.00 per day charge for materials that become overdue.

LOAN PERIOD/RENEWALS

The lending library determines the loan period and renewal policy for its materials. Borrowers (including faculty) can expect to keep most materials for two to four weeks.

Renewals of ILL materials should be requested at least three days prior to the due date. ILL must contact the lending library for permission to renew. Only one renewal per item can be requested.

USER RESTRICTIONS

The lending library also establishes the conditions under which borrowed material may be used. Items may be restricted to use in the library only, photocopying may be prohibited, etc.

A borrower's failure to comply with the conditions of a loan could jeopardize his or her interlibrary loan and library borrowing privileges as well as those of the Hamersly Library with lending institutions.

RETURNS/RECALLS

All ILL materials should be returned directly to the Circulation Desk in the library. Interlibrary loan materials are subject to recall by the lending library at any time. In addition, the ILL Unit will recall any overdue items.

OFFICE HOURS

Interlibrary loan unit hours are:

8:00 a.m. - 5:00 p.m. Monday - Friday.

Reference staff will assist with requests and answer questions when ILL staff are not available.

ILL services are sometimes limited during intersession.

POLICY IMPLEMENTATION, EVALUATION AND REVISION

The Interlibrary loan unit must be responsive to the needs of the population it serves. Therefore, this interlibrary loan policy will be revised and updated every two years, and will be review periodically by the Interlibrary Loan Coordinator.