About the Libraries: Policies and Other Library Documents:
Office of the Associate University Librarian for Public Services and Communications
Public Services Policy Memo 4
Resource Sharing: Interlibrary and Rutgers Request Services

• Interlibrary Borrowing
• Interlibrary Lending
• Rutgers Delivery Service
• Appendix 1: National Interlibrary Loan Code for the United States

The Rutgers University Libraries administer all resource sharing services in accordance with the American Library Association's National Interlibrary Loan Code (1993), the U.S. Copyright Revision Act of 1976 (17 United States Code 101 et seq.) and its amendments, in conformance with resource sharing agreements with the Research Libraries Group, OCLC, and the New Jersey Library Network, and other appropriate special agreements.

Interlibrary Borrowing

Interlibrary loan borrowing provides Rutgers University faculty, students, and staff access to materials needed for research but unavailable in the collections of the Rutgers University Libraries.

Interlibrary loan borrowing requests are accepted through an online form available from the Services page of the Libraries website and from within IRIS. Users are notified by email about the status of their requests and the availability of materials.

Interlibrary loan staff on all campuses will make every effort to accommodate rush requests and to make special arrangements for research needs. For example, longer loan periods may be arranged and material not usually available through interlibrary loan may be requested with advance notice. In the final analysis however, the lending library sets the policy that must be followed by the interlibrary loan staff and the user.

Borrowers - Rutgers University Libraries primary borrowers as defined in Public Services Policy Memo 1: Access to Library Resources and Services are eligible for this service.

Eligible Material - Interlibrary loan requests will be accepted from Rutgers borrowers for material:

• Not owned by the Libraries
• Listed on IRIS as "missing"
• Already recalled by another person
• Recalled and not returned within 15 days
• Long overdue and billed for replacement
• At the bindery

Ineligible Material - Interlibrary loan requests will not be accepted from Rutgers borrowers for items:

• On reserve or on reference on the same geographical campus: Camden, Newark, or New Brunswick/Piscataway (all libraries)
• On order and in process that have been received at a Rutgers library or in central acquisitions
• More than twice for the same title and same person within the same calendar year
• Out on interlibrary loan
• In non Roman alphabets without transliteration

Charges - The libraries will subsidize borrowing requests up to $20 each. Any fees imposed by lending libraries or commercial document suppliers above this maximum will be discussed with the borrower before the final request is placed.

Limits - There are no restrictions on the number of requests that can be submitted.

Loan Periods - Loan periods are established by the lending library, with 28 days being the usual loan period. The lending library may also designate material for use only within the library, or impose other restrictions.

Renewals - Most interlibrary loan materials can be renewed once by borrowers in their Self Service file in IRIS. Materials that are designated "No Renewal" or that have been recalled by the lending institution cannot be renewed.

Recalls - Borrowed materials are subject to recall by the lending library. Interlibrary loan staff may contact the borrower directly to request return of the item and/or place a recall on the item. Recall fines apply for interlibrary loan materials.

Loss - The borrower is responsible for all costs associated with lost materials. The lending library assesses the charges for lost items, and the charges vary from library to library. Borrowers are responsible for payment of charges levied by the lending library in addition to the standard processing fee assessed by the Rutgers University Libraries for lost materials. If the material is lost in transit after it has been returned to a Rutgers University library, Interlibrary Loan Services will reimburse the lending library.

Overdue Material - Borrowers who keep interlibrary loan material past the due date imposed by the lending library are responsible for payment of any charges levied by the lending library and suspension of on-site borrowing privileges at the Rutgers University Libraries.

Copyright - The Rutgers University Libraries comply with U.S. Copyright Law and regulation. To insure compliance, interlibrary loan forms contain a statement of borrower copyright responsibility. In cases where requests from an individual violate the copyright law, interlibrary loan staff will inform the borrower and provide alternatives for access to the information.

Interlibrary Lending

Interlibrary loan lending supplies other libraries with materials needed by their users. Rutgers University Libraries have an obligation to supply materials to other libraries as part of the reciprocal nature of interlibrary loan.

Borrowers - Any North American and all RLG SHARES libraries, including international SHARES libraries, may borrow circulating material from the Rutgers University Libraries. Photocopies of material from the collections are also available, within copyright restrictions, to any library.

Transmissions of Requests - Requests for loan or photocopy are transmitted via the OCLC, RLIN, ILL Manager, or or RSS interlibrary systems; telephone; mail; telefacsimile; or Ariel. In-person requests (persons carrying interlibrary loan forms) are not accepted.

Eligible Materials - The Libraries reserve the right to restrict the loan period of, or refuse to lend, any circulating material that is fragile, in demand, or that may otherwise need special restriction.

Requests will normally be filled for the following material:

• Books in the circulating collections, including master's theses and doctoral dissertations.
• Photocopies of any material that would not be damaged in the process or that are restricted by copyright regulation.
• Bound periodicals, if the item to be photocopied is over 50 pages and permission is granted from appropriate library staff. Individual issues of periodicals circulate to SHARES libraries only.
• Microfilm or microfiche, except for negatives. Up to 12 reels of microfilm may be loaned at one time for a single request and up to 50 duplicated microfiche for a single request.
• In-process materials to SHARES libraries only
• Art Library books to SHARES or academic libraries only.

Ineligible Materials - Requests will normally not be filled for the following material, except on a case by case basis for libraries participating in the Research Libraries Group SHARES program:

• Materials already on loan to Rutgers borrowers
• Newspapers (except those on microfilm)
• Non-circulating items (except at the discretion of the local unit reference librarian), including those items in reference collections and in Special Collections and University Archives.
• Media

Loan Period - Four weeks.

Renewal - One renewal for a four-week period is allowed if no other request is pending for the material.

Recalls - All materials loaned are eligible for recall by Rutgers primary borrowers. The Interlibrary Services staff will place the recalls. Recalls will be transmitted to the borrowing library by the fastest method possible.

Delivery - Items are transported via United Parcel Service, Federal Express, first class mail, the Comet delivery service (within New Jersey), the METRO delivery service (within the metropolitan area), or transmitted via Ariel or telefacsimile.

Loss/Replacement - Interlibrary loan services will issue bills for the replacement of lost books and the payment will be deposited into the appropriate local library replacement book fund account.

Fees - Invoices will be sent for books loaned or photocopies made to fill requests from libraries that are not members of the Research Libraries Group SHARES program New Jersey Library Network, or OCLC's IFM program. Consult the "Interlibrary Loan Services: Lending - Borrowing Procedures and Fee Schedule for Libraries" brochure or Web page for current fees.

Rutgers Delivery Service

The Rutgers Delivery Service (RDS) provides access to materials in all the collections of the Rutgers University Libraries to Rutgers faculty, students, staff, and administrators of Rutgers University and other primary borrowers, regardless of campus or off-site facility location.

RDS requests are accepted through an online form available in IRIS. Materials not in IRIS may be requested on paper forms. Users are notified about the status of their requests and the availability of materials requested through their Self Services files in IRIS.

Eligibility - RDS privileges are extended to Rutgers University Libraries primary borrowers as defined in Public Services Policy Memo 1: Access to Library Resources and Services. RDS privileges are not extended to guest borrowers as defined in Public Services Policy Memo 1: Access to Library Resources and Services.

Eligible Material - Books in the circulating collections with the status IN LIBRARY and not owned at the pickup library or a library on the same campus as the pickup library may be requested.

Materials located at the Library Annex and materials listed in IRIS as ON-ORDER, IN-PROCESS, PENDING, or CHECKEDOUT may be requested for delivery to any pickup library/location.

Requests for photocopies or reproductions from the Libraries' non-circulating collections are accepted when a specific citation is given from a journal or reference book.

Circulating or non-circulating materials that are in demand will be sent.

Non-circulating materials in Special Collections and University Archives (SC/UA) will be sent at the discretion of the SC/UA librarians for in-library use to libraries on the Camden and Newark campuses.

Non-circulating materials, including microforms and reference books, will be sent for three-day, in- library use to libraries on the three different geographic campuses (Camden, Newark, and New Brunswick/Piscataway). In libraries with fiche duplicating capabilities, a free microfiche copy will be provided.

Materials located at the Newark, and Camden law libraries and the Criminal Justice Collection are not listed in IRIS and must be requested using the online interlibrary loan form.

Charges - There is a $3 charge payable upon receipt for each photocopy request filled among the libraries in New Brunswick/Piscataway, excluding requests filled by the Annex collections. There is no charge for photocopy requests sent to or from libraries on the Camden, Newark, or New Brunswick/Piscataway campuses. Reporductions from materials in Special Collections and University Archives and other special collections may incur additional costs.

Limits - There are no restrictions on the number of requests that can be submitted. Requests beyond ten per week, per patron, are filled as time permits.

Up to 30 pages per photocopy request will be filled. The entire journal issue or volume will be sent to or from the libraries in Camden, Newark, and New Brunswick/Piscataway if the request is for more than 30 pages. The user will be instructed to visit the owning library among the New Brunswick/Piscataway libraries if the request is for more than 30 pages. Copyright law precludes copying journal issues in their entirety.

SHARES - Interlibrary loan requests for SHARES libraries that are filled through RDS receive special consideration for longer loan periods, length of article, and loan of such special materials as reference and non-circulating books. Each SHARES request must be evaluated and treated differently because of the SHARES agreement.

Delivery - Materials are transported among the New Brunswick/Piscataway libraries via the Libraries' delivery van and between the Camden or Newark and New Brunswick/Piscataway campuses by university delivery truck. Photocopies are transmitted electronically to and from the Camden, Newark and New Brunswick/Piscataway campuses among libraries with Ariel software and scanning equipment (Alexander, Chang, Dana, Robeson, Library of Science and Medicine, and the Library Annex).

Campuses and Libraries/Collections

Busch Campus

• Center of Alcohol Studies
• Chemistry Library
• Library Annex (materials may be requested for pickup at any library)
• Library of Science and Medicine
• Math Library
• Physics Library

Camden Campus

• Camden Law Library (use interlibrary loan form)
• Robeson Library

College Avenue Campus

• Alexander Library
• Art Library (non-circulating)
• East Asian Library
• Special Collections & University Archives (non-circulating)

Cook Campus

• Chang Science Library
• School of Management and Labor Relations Library

Douglass Campus

• Douglass Library
• Music Library

Livingston Campus

• Kilmer Library

Newark Campus

• Dana Library
• Criminal Justice Collection (use interlibrary loan form)
• Institute of Jazz Studies Library (non-circulating)
• Newark Law Library (use interlibrary loan form)

Approved by Public Services Council: August 31, 2000
Approved by Cabinet: February 20, 2001

Appendix 1
National Interlibrary Loan Code for the United States

Introduction

The Reference and Adult Services Division, acting for the American Library Association in its adoption of this code, recognizes that the exchange of material between libraries in the United States is an important element in the provision of library service and believes it to be in the public interest to encourage such an exchange.

Interlibrary loan is essential to the vitality of libraries of all types and sizes and is a means by which a wider range of materials can be made available to users. In the interests of providing quality service, libraries have an obligation to obtain materials to meet the informational needs of users when local resources do not meet those needs.

Interlibrary Loan has been described as an adjunct to, not a substitute for, collection development in individual libraries. Changes in the last decade have brought increasing availability of materials in alternative formats, an abundance of verification and location information, and a shift in the very nature of interlibrary cooperation. Interlibrary borrowing is an integral element of collection development for all libraries, not an ancillary option.

The effectiveness of a national resource sharing system depends upon the responsible distribution of borrowing and lending. Libraries of all types and sizes should be willing to share their resources liberally so that a relatively few libraries are not overburdened. Libraries must be willing to lend if they wish to borrow.

This code is designed to regulate lending and borrowing relations between libraries. It is not the intent of this code to prescribe the nature of interlibrary cooperation within formally established networks and consortia, or to regulate the purchase of materials from document suppliers. However, this Code may be used as a model for development of state, regional, or local interlibrary loan codes.

This code provides general guidelines for the requesting and supplying of materials between libraries. Specific guidelines and procedures are found in such sources as those listed in the bibliography.

1.0 Definition

1.1 Interlibrary loan is the process by which a library requests materials from, or supplies materials to, another library.

2.0 Purpose

2.1 The purpose of interlibrary loan as defined by this code is to obtain, upon request of a library user, materials not available in the user's local library.

3.0 Scope

3.1 Interlibrary loan is a mutual relationship and libraries should be willing to supply materials as freely as they request materials.

3.2 Any materials, regardless of format, may be requested from another library. The supplying library determines whether the material can be provided.

4.0 Responsibilities of the Requesting Library

4.1 The requesting library should establish and maintain an interlibrary loan policy for its borrowers and make it available.

4.2 The requesting library should process requests in a timely fashion.

4.3 The requesting library should identify libraries that own and might provide the requested materials. The requesting library should check the policies of potential suppliers for special instructions, restrictions, and information on charges prior to sending a request. The requesting library is responsible for all authorized charges imposed by the supplying library.

4.4 Requests for materials for which locations cannot be identified, should be sent to libraries that might provide the requested materials and be accompanied by the statement "cannot locate." The original source of the reference should be cited or a copy of the citation provided.

4.5 The requesting library should avoid sending the burden of its requests to a few libraries. Major resource libraries should be used as a last resort.

4.6 The requesting library should transmit all interlibrary loan requests in standard bibliographic format in accordance with the protocols of the electronic network or transmission system used. In the absence of an electronically generated form, the American Library Association Interlibrary Loan request form should be used.

4.7 The requesting library must ensure compliance with the U.S. copyright law and its accompanying guidelines. Copyright compliance must be determined for each copy request before it is transmitted, and a copyright compliance statement must be included on each copy request. Copyright files should be maintained as directed in the CONTU Guidelines. (See bibliography for full citations to these documents).

4.8 The requesting library is responsible for borrowed materials from the time they leave the supplying library until they have been returned and received by the supplying library. If damage or loss occurs, the requesting library is responsible for compensation or replacement, in accordance with the preference of the supplying library.

4.9 The requesting library is responsible for honoring due dates and enforcing all use restrictions specified by the supplying library.

4.10 The requesting library should request a renewal before the item is due. If the supplying library does not respond, the requesting library may assume that the renewal has been granted for the same length of time as the original loan.

4.11 The requesting library should return materials by the due date and respond immediately if the item has been recalled by the supplying library.

4.12 The requesting library should package materials to prevent damage in shipping, and comply with special instructions stated by the supplying library.

4.13 The requesting library is responsible for following the provisions of this code. Continued disregard for any provision may be reason for suspension of borrowing privileges by a supplying library.

5.0 Responsibilities of the Supplying Library

5.1 The supplying library should establish and maintain an interlibrary loan policy, make it available in paper and/or electronic format, and provide it upon request.

5.2 The supplying library should process requests within the timeline established by the electronic network. Requests not transmitted electronically should be handled in a similar time frame.

5.3 The supplying library should include a copy of the original request, or information sufficient to identify the request, with each item.

5.4 The supplying library should state any conditions and/or restrictions on use of the materials lent and specify any special return packaging or shipping requirements.

5.5 The supplying library should state the due date or duration of the loan on the request form or on the material.

5.6 The supplying library should package the items to prevent damage in shipping.

5.7 The supplying library should notify the requesting library promptly when unable to fill a request, and if possible, state the reason the request cannot be filled.

5.8 The supplying library should respond promptly to requests for renewals. If the supplying library does not respond, the borrowing library may assume that the renewal has been granted for the same length as the original loan period.

5.9 The supplying library may recall materials at any time.

5.10 The supplying library may suspend service to any requesting library which fails to comply with the provisions of this code.

Bibliography

Interlibrary loan personnel should be familiar with and use current editions of relevant documents and aids including:

• Boucher, Virginia, Interlibrary Loan Practices Handbook. Chicago, ALA, 1997. "Confidentiality of Library Records," Sec 52.4 "ALA Policy Manual," ALA Handbook of Organization, 1992-93, pp. 145-45.
• Copyrights, pub. No.94-533, 90 Stat.2541 (codified as amended in scattered sections of 17 U.S.C.)
• "Guidelines and Procedures for Telefacsimile and Electronic Delivery of Interlibrary Loan Requests." ALA, Reference and Adult Services Division, 1993. Available from ALA Headquarters Library.
• "Guidelines for Packaging and Shipping Microforms." ALA, Association for Library Collections and Technical Services, 1989. 1p. Available from ALA Headquarters Library.
• "Guidelines for Preservation Photocopying of Replacement Pages." ALA, Association for Library Collections and Technical Services, 1989. 3p. Available from ALA Headquarters Library.
• "Guidelines for the Loan of Rare and Unique Materials." ALA Association of College and Research Libraries, Rare Books and Manuscripts Section, A Hoc Committee on the Interlibrary Loan of Rare and Unique Materials. College and Research Libraries News, vol. 54, no. 5, May, 1993. pp. 267-69.
• Intellectual Freedom Manual. Compiled by ALA Office of Intellectual Freedom, 4th ed. Chicago, ALA, 1992.
• "Interlibrary Loan Training and Continuing Education Model Statement of Objectives." ALA RASD Interlibrary Loan Committee. 1990.
• "International Lending: Principles and Guidelines for Procedure (1987)", International Lending and Document Supply. Vol. 16. January 1988. pp. 28-32.
• "Library Bill of Rights". Chicago, ALA, 1980.
• Morris, Leslie, Interlibrary Loan Policies Directory, 6th ed., N.Y.: Neal-Schuman, 1999.
• National Commission on New Technological Uses of Copyrighted Work "Guidelines for the Proviso of Subsection 108(g)(2)" (Called "CONTU Guidelines") in H.R. Conf. Rep. No. 1773, 94th Cong. 2d Sess. (1976).
• National Information Standards Organization. Interlibrary Loan Data Elements. Z39.63-1989. New Brunswick, N.J. Transaction Publishers, 1990.

In addition, the following are necessary:

• Procedure manuals for online interlibrary loan systems.
• Lending policies of all libraries to which requests are sent.
• All consortium, state, or regional codes that apply.
• The standard bibliographic tools and services necessary for verification and location of requested materials.