|
Intercampus Interlibrary Loan Code This code is an agreement adopted by the Library Council of the University of California on July 22, 1987 to govern interlibrary loan among the libraries of the University of California system. Originally, only those libraries sharing in the University of California's Intercampus Exchange Fund, as listed in Part A, Attachment 1, were covered by this agreement. However, Part A, Attachment 2 lists additional UC-affiliated libraries that adhere to the provisions of the UC Intercampus Loan Code voluntarily, but are not part of the general library system of the University and do not share in the Intercampus Exchange Fund. |
|
The intent of the Intercampus Interlibrary Loan Code is to facilitate the sharing of library resources among the libraries of the University of California, and to provide expeditious and priority access to these resources for University of California faculty, staff, and students. The resources thus made available are much greater and much richer than any single campus could provide. Since the introduction of MELVYLŪ, the University of California on-line union catalog, library users have come to rely more and more on interlibrary loan to obtain materials not available in their local collections. It has long been recognized that effective interlibrary loan service among the libraries of the University of California plays a vital role in making the concept of University wide access to library materials a reality. The Intercampus Code facilitates resource sharing by providing a framework for cooperation and promoting coordinated University wide efforts. The Code sets service standards to insure quick and reliable interlibrary access to materials not in the local library, yet leaves many procedural details open to local option as long as goals are met. Items are made available in a variety of ways: through loan of original material, provision of copies, or by direct supplying when appropriate. The system wide approach to interlibrary loan outlined in the Code insures that optimum library service is provided within the limits of available funding. |
|
Interlibrary loan is the process by which a library requests material from, or supplies material to, another library. Direct requesting by library users and direct delivery are included in this definition. |
|
The purpose of this Code is to set standards for expeditious interlibrary loan among all campuses of the University of California and the two Regional Library Facilities, and to further the commitment to University-wide access to library materials. |
| III. Scope |
| A. Intercampus Lending Policies A loan or a copy of any material may be requested from another library in accordance with the published Intercampus Lending Policy of that library and the specifications of this Code. Requests for exceptions to the Lending Policy should be accompanied by a statement of need; the supplying library will decide in each case whether a particular item can be provided. The UC supplying libraries will be as liberal as possible in granting exceptions for requests from other campuses. |
| IV. Responsibilities of Requesting Libraries |
| A. Use of Local Campus Resources Each library should provide the resources needed to meet the study, instructional, informational, and normal research needs of its primary clientele. After every effort has been made to exhaust local campus resources, any additional material required may be requested from another University of California library under this Code. |
| B. Consultation of ILL Documents and Aids The interlibrary loan staff of each library should be familiar with, and use, relevant interlibrary loan documents and aids. These include this Code and appendices; the most recent edition of the Interlibrary Loan Practices Handbook published by the American Library Association ; intercampus lending policies of each University of California interlibrary loan unit; CDL MELVYLŪ; and standard bibliographic tools and services. |
| C. Patron
Education
Each library should inform its users of the purpose of interlibrary loan and of the library's interlibrary borrowing policy. |
|
D. Verification of Patron Eligibility
Those eligible for intercampus borrowing privileges include faculty, students (undergraduate and graduate), and staff of the University of California. Each campus or UC affiliated hospital is responsible for verifying the status of its patrons, and listing the status on each interlibrary loan request. A list of libraries covered by this code is included in Part A, Attachment 1. A list of affiliated hospitals and guidelines for requests from UC affiliated hospitals is included in Part F, Attachment 1. UC Lending units do not copy or fax materials for non-UC users unless reimbursed, due to restrictions on state funds. |
| E. Copyright
Compliance
The requesting library is responsible for compliance with (Title 17, U.S. Code) and its accompanying guidelines, and should inform users of the applicable portions of the law. An indication of compliance must be provided with all copy requests. |
| F. Verification
of Citation and Holdings
Requested material must be described completely and accurately following accepted bibliographic practice as outlined in the current Interlibrary Loan Practices Handbook. If the item cannot be verified, the statement "cannot verify" should be included along with complete information as to the original source of the citation. For periodical article requests, only the periodical title needs to be verified. The call number and branch location should also be included on the request if desired by the supplying library. |
| G. Proper
Initiation of Rush Requests
Requests for priority service, as outlined in this agreement, should be routed through designated channels. At the present time, designated channels include OCLC, Docline, and the Consortial Borrowing System. The requesting library will also call and FAX the supplying library a copy of the Rush request. Special arrangements to send requests by alternate means may be made between any campuses as long as service standards are met. (See also Section I. Part G.) |
| H. Use
of Standard Request Formats
Standard interlibrary loan formats should be used for all requests, regardless of the means of transmission. |
| I. Liability
for Damage or Loss
The safety of borrowed material is the responsibility of the requesting library from the time the material leaves the supplying library until it is received by the supplying library. The requesting library is responsible for packaging the material to insure its return in good condition. If damage or loss occurs, the requesting library must meet all costs of repair or replacement in accordance with the preferences of the supplying library. |
| J.
Compliance With Conditions of Loan
The requesting library and its users must comply with the conditions of loan established by the supplying library including the timely response to recalls. Unless specifically forbidden by the supplying library, copying by the requesting library is permitted provided that it is in accordance with the copyright law and no damage to the original volume will result. |
| K. Limitations
on Group Use
Material borrowed on interlibrary loan cannot be placed on reserve, nor used by theatrical, musical, or study groups unless special arrangements have been made in advance with the lending library. An exception to this policy should be made when the material being requested is housed at a Regional Library Facility (NRLF or SRLF) and is needed for course reserves at any UC institution, according to the guidelines outlined below.
|
| L. Prevention
of Privilege Abuse
The requesting library should not permit any borrower to abuse interlibrary loan privileges to the extent that requests for an individual become a burden to any ILL unit. The requesting library should encourage users to travel to other libraries for on-site access to material when extensive use of a collection is required or the nature of the material requires special handling. The requesting library should assist the user in making the necessary arrangements. |
| V. Responsibilities of Supplying Libraries |
| A. Availability of Intercampus Lending Policy Each lending or supplying unit should have a current statement of its intercampus interlibrary loan policy available at UC ILL Code Section II, Part A of the Code. |
| B. Equality of Privileges The supplying library should be as flexible as possible in extending University of California interlibrary loan patrons the same privileges received by local campus patrons of similar patron types. |
| C. Promptness of Response The supplying library should process requests promptly, giving University of California requests priority over all non-patient care requests. Material that is immediately available should be dispatched within two working days from receipt of the request at the supplying library. Requests for material not immediately available or not owned should be reported as soon as its status is determined or within two working days. Requests marked as Rush should be processed and dispatched on the day of receipt or within the timeframe specified on the request. |
| D. Decision to Loan The decision to loan or supply material in original format is at the discretion of the supplying library. Each library should be as liberal as possible in making materials available to other University of California patrons with due consideration to the interest of its own primary clientele. Conditions of the loan should be clearly stated and material should be carefully packaged. [link to Tricor Shipping guidelines] Transport via the intercampus courier service is the preferred method. |
| E. Renewals Renewal requests should be timely. The supplying unit should be as generous as possible in granting renewals. |
| F. Recalls Material on loan is subject to immediate recall. Supplying libraries should transmit recall notices electronically in a format that calls attention to them. Borrowing units should respond promptly to recall notices and impose local blocks on their patrons who do not comply. Supplying units may impose local rules regarding non-returned recalled material. |
| G. Lost and Non-Returned Material Supplying libraries should bill the requesting unit for the replacement of un-returned material and/or any processing fees. UC libraries will not charge other UC libraries late fines. |
|
The supplying library should provide copies of periodical articles and book chapters in lieu of a loan when requested. Whenever possible, and at the discretion of the supplying library, electronic copies should be supplied. Copies may also be delivered via courier. Limits may be imposed by the supplying library. Copies delivered by FAX or electronic transmission may be limited to 50 pages or scans. This limit may be exceeded at the discretion of the supplying library. |
| VI. Duration of Loans |
| The requesting library is responsible for honoring the due date and enforcing any restrictions specified by the supplying library. The due date is the date that materials are due to be checked-in at the supplying library. Whenever possible, University of California patrons should be given the same loan periods they would receive if borrowing the item in person. However, generally items circulating for one month or more to local faculty and graduate students will be sent to the requesting library on a three-month loan. Items circulating less than one month locally, will be loaned for their actual loan period |
| VII. Transportation
of Material |
A. Means Tricor should be used to transport returnable interlibrary loan materials between campuses. Special Collections materials may require a different shipping method. When necessary returnables may also be sent via UPS or first class mail. Non returnable materials should be delivered using the most expeditious method for the patron weighing existing variables (length of article, tight binding, pictures, dense text, etc.) alongside the variety of delivery methods ( e.g. ARIEL, fax, e-mail, Tricor, post to the web, US Mail). When specific delivery methods are requested, reasonable efforts will be made to deliver the materials in the requested format. |
| B. Frequency ILL materials should be sent at least daily. All units are encouraged to check OCLC, DocLine or routing software daily. Attempts should be made to reduce turn-around-time whenever possible. |