ILL Guidelines

Approved and Adopted June 25, 2008
Resource sharing among libraries is dependent on a high level of commitment to interlibrary loan. These Interlibrary Loan (ILL) Guidelines are a voluntary agreement to govern the exchange of materials among the Western Transportation Knowledge Network members.
These Guidelines are based on the premise that lending among libraries to make necessary materials accessible to a transportation professional or practitioner is in the interest of the entire transportation community and should be encouraged.


A. Principles
All participating libraries will contribute holdings information to the OCLC database, if possible, and keep these holdings up-to-date.
The availability of interlibrary loans does not relieve any participating library of the responsibility for developing its own collection. Each library should provide the resources to meet the regular needs of its users.
B. Purpose
The purpose of interlibrary loan as defined by these ILL Guidelines is to obtain, upon request from a WTKN library, material not available in the requesting library. The term “library material” includes all formats of library materials.
C. Definition
Use of the word “libraries” in this document means member organizations of the Western Transportation Knowledge Network, and includes, but is not limited to: libraries, information centers, and research institutions.
Interlibrary loans are transactions in which resources such as books, research reports, and articles (or copies thereof, as appropriate), are made available by one WTKN member to another, upon request.
The due date is the date the item must be back at the lending library.
D. Scope

  1. Interlibrary loan is a mutual relationship and libraries should be willing to supply materials as freely as they request materials.
  2. A WTKN library may request a loan or a photocopy of any library material needed. A holding library will determine whether it is able to fill a particular request, and will determine the format in which the item is sent.
  3. WTKN libraries should make every effort to ensure fair and equitable distribution of the interlibrary loan load.
  4. WTKN libraries should have their own ILL policies and procedures in addition to these ILL Guidelines, and should publish these policies online in the OCLC ILL Policies Directory if possible. However, libraries are not required to be OCLC Suppliers. As long as a member library’s holdings are included in the OCLC database, a borrowing library can request the item by e-mail, telephone, etc., rather than through OCLC ILL.


E. Responsibilities of the Borrowing Library

  1. The borrowing library is responsible for providing the proper bibliographic citation for each request. A source of verification should be cited, if at all possible.
  2. The borrowing library may request interlibrary loan materials by mail, fax, telephone, or electronically via e-mail or OCLC.
  3. The borrowing library shall provide contact information with each request, so the lending library can easily contact it if there are questions about the request.
  4. The borrowing library shall provide at least one of the following for the delivery of photocopies: valid Ariel address, e-mail address, and/or fax number.
  5. The borrowing library should include a “Need By” date with each request.
  6. The borrowing library must comply with the U.S. Copyright Law (Title 17, U.S. Code) and its accompanying guidelines. A copyright compliance statement must be included on each copy request.
  7. Where feasible and cost effective, borrowing libraries should avoid concentrating the burden of requests on a few libraries.
  8. The borrowing library is responsible for honoring due dates and recalls on borrowed materials as set by the lending library. All material on loan is subject to immediate recall, and the borrowing library shall comply promptly.
  9. The borrowing library should request a renewal before the item is due.
  10. The borrowing library will comply with the conditions of the loan, including any restrictions placed by the lending library on the use of the materials borrowed.
  11. The borrowing library is responsible for returning materials promptly and in good condition. The borrowing library is responsible for packaging the material so as to insure its return in good condition. All shipments shall be labeled “Interlibrary Loan” on the outside of the package.
  12. The safety of borrowed material is the responsibility of the borrowing library from the time the material leaves the lending library until it is returned to the lending library. If damage or loss occurs, the borrowing library shall reimburse the lending library or provide for replacement, in accordance with the preference of the lending library.
  13. The borrowing library agreeing to abide by this agreement should be sure to include in any loan request the maximum cost the library is willing to pay to borrow the material.

F. Responsibilities of the Lending Library

  1. The decision to lend material is at the discretion of the lending library. The Western Transportation Knowledge Network members are encouraged, however, to interpret as generously as possible their own lending policy with due consideration to the interest of their primary clientele.
  2. The lending library must comply with the U.S. Copyright Law (Title 17, U.S. Code) and its accompanying guidelines. A copyright compliance statement must be included on each copy request filled.
  3. The lending library should consider filling all requests for material regardless of format, but has the right to determine what material will be supplied on a request-byrequest basis.
  4. The lending library should process requests promptly. The lending library should notify the borrowing library when unable to fill a request, stating the reason for not filling it.
  5. The lending library should include a copy of the original request, or information sufficient to identify the request, with each item.
  6. The lending library should state the due date for the loan and/or any restrictions on the use of the material lent, and any special return packaging/shipping requirements.
  7. The lending library should ship material in a timely and efficient manner to the location specified by the borrowing library. Loaned material should be packed to prevent loss or damage in shipping. All shipments shall be labeled “Interlibrary Loan” on the outside of the package.
  8. The lending library may use the method it deems most appropriate to deliver photocopy requests to the borrowing library, keeping in mind the borrowing library’s preference.
  9. The lending library should promptly respond to requests for renewals.
  10. The lending library may recall material at any time.
  11. Each library in the Network will make available a statement of its interlibrary loan policy and charges either online or in writing upon request. This statement should be reviewed annually.
  12. A lending library will not require information about the status of the individual for whom material is being requested.

G. Fees

  1. Participating WTKN libraries will not charge each other for the following, whenever possible:
    • Fees for handling interlibrary loan requests
    • Postage and other transportation charges
    • Photocopying or electronic delivery (including fax and Ariel transmissions) of a reasonable number of pages per request
    • Insurance
  2. For requests that the lending library cannot fill as stated, the lending library will contact the borrowing library promptly to discuss options. If the request was made through OCLC, the lending library can respond with a “Conditional” and explain the need for options in that manner.
    The borrowing library should be prepared to assume costs for lost and damaged materials, and any other costs not excluded by these Guidelines.

H. Violation of Guidelines
Interlibrary loan is a privilege, not a right. Each WTKN library is responsible for maintaining the provisions of these Guidelines in good faith. Continued disregard of any provision of these Guidelines is sufficient reason for suspension of borrowing privileges after prior warning. The decision to suspend borrowing privileges will be made by the affected library or libraries.
I. Withdrawal from the Guidelines
If for some reason a member library is unable to follow the ILL Guidelines, either temporarily or permanently, a statement in writing to that effect should be submitted to the Executive Committee of the Western Transportation Knowledge Network as soon as is practical. If the withdrawal is expected to be temporary, the statement should include an approximate date when the library plans to resume participation in ILL. The member library can continue to participate in other WTKN activities.