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Information Nevada: Procedures


A.         The requesting library must utilize interlibrary loan as an adjunct to, not as a substitute for, developing its own collection. Collection development is the process of selection and acquisition of library materials to fit the changing needs of a library. This involves working within the confines of a library collection budget – identifying, selecting, acquiring and evaluating items for each collection – writing collection development policies – performing community needs/collections assessments – keeping informed of censorship and intellectual freedom influences.

B.         The requesting library is responsible for determining that the material requested is eligible for interlibrary loan within the INFORMATION NEVADA Network.  The borrowing interview is important in gathering needed request information and as a means of saving preparation time. The exchange between patron and library staff provides opportunities for basic questions to be answered, background information on interlibrary borrowing to be given, and any other information pertinent to the request to be imparted.  When necessary, use well-designed forms in lieu of the patron interview.

C.         The requesting library is responsible for certifying that all requests for photocopies meet the provisions of the copyright law, and that such compliance is reflected on the request.

D.         The due date must be observed and the material returned so that the lending library receives it by the date due. A common way for lending libraries to stipulate a due date is “two weeks use” or “one month use”. This allows the patron to bring the material back to the ILL office two weeks or one month from the date of receipt. If an actual due date is given by the lender, be sure to figure in transit time when setting a due date for the patron.  Keep in mind it is difficult for a patron to finish with a borrowed item in less than two weeks.

E.         If a notice is received that material is being sent but the material is not received within ten days, then the lending library should be notified.  (Fourteen days for material being sent from out of state.)

F.         Materials should be returned library rate unless the lending library requests otherwise. If the lending library requests it, material must be insured.  The borrowing library must comply with any other instructions given by lending library.

G.         A borrowing library that receives materials intended for another library should contact the lending library for instructions on sending material to appropriate library or returning material to lending library.

H.          The borrowing library is responsible for the safety of borrowed material from the time the material is lent until it is received back at the lending library.  The borrowing library is responsible for packaging the material to ensure its return in good condition, and should follow all directions for packaging given by the lending library. If no directions are given, the best thing to do is wrap the book(s) in bubble wrap and put it in a sturdy cardboard box or mailer. If damage or loss occurs, the borrowing library must pay the cost of repair or replacement.  If any material is lost, the library losing the material should contact the lending library by phone or by mail for correct procedures to follow.

I.          The borrowing library should try to verify all requests in standard bibliographic tools and cite the source of verification.  If an item cannot be verified, indicate, "Cannot verify" and give complete information as to the source of reference.  Unverified requests should be sent to NSLAPR only.

J.         Any borrowing library using INFORMATION NEVADA should provide interlibrary loan service to its patrons at no cost other than charges imposed by the lending library. Library personnel should be aware of categories of requests (e.g., medical materials and most photocopied items) that will incur charges.  Whenever possible, patrons should be notified of these charges in advance.

A.         Lending libraries should practice as liberal and unrestrictive a policy as is possible under the provisions of the Interlibrary Loan Policy Agreement.  (Appendix D).

B.         A lending library should make available upon request its statement of interlibrary loan policies.

C.         A lending library should process requests promptly.  Conditions of loan should be stated clearly (i.e. photocopying permitted/not permitted, library use only, renewals yes/no, etc.). Materials should be packaged carefully with clear instructions given for return mailing.

D.         A lending library is responsible for informing any borrowing library of its failure to follow the provisions required in these procedures and may return requests unfilled and why.

A.         Generally, materials may be borrowed from another library if the materials do not conform to the borrowing library's collection development policy and there is not a recurring demand for the materials in the borrowing library.
The lending library has the right to decide in each case whether a particular item should or should not be loaned and whether the original or a copy should be sent. These decisions will be determined by the nature of the material, its physical condition or the degree of local demand.

B.         Libraries should use common sense when requesting materials from another library. Libraries should not request fiction that is in current or in recurring demand; current movie tie-ins; rare books; books in fragile condition; or complete issues of periodicals.

C.         A borrowing library should not request more material for any one user than the patron can reasonably use in the loan period, and should have local policies and procedures in place to handle any problems. Restrictions may also be placed by the lending library on the number of items they will loan.

D.         A book that the borrowing library owns should not be requested, unless circumstances warrant it (i.e. the book is missing or overdue for an extended period of time and the item cannot be reordered).

E.         NSLAPR will supply materials that fall within the guidelines listed above.  However, the following types of requests cannot be handled:

1          Preliminary research for term papers and contests: this service should be provided at the local library.  NSLA will handle specific and clearly formulated requests for supplemental or additional material.

2          Answers to medical or legal questions that involve interpretation and advice.

3          Antique and art appraisals (sources can be suggested).

4          Requests from libraries that have not used the resources (i.e. CLAN'S POLARIS, etc.) available to them.

A.        Request Format

The type of material desired will determine what information is to be included in the request. Listed below is the basic information to be included for specific kinds of materials.  Include the following information in the order given:

1.         A specific title:

a)         Author - last name, first name

b)         Title (complete)

c)         Publisher/date of publication

d)         Verification (POLARIS, OCLC, Library Journal, TV program, etc.)

2.         A specific article photocopied from a periodical:

a)         Periodical title

b)         Volume, number, date and pages

c)         Author, article title

d)         Source of citation (EBSCO Host, patron bibliography, etc.)

For both of the above formats, an attachment showing source of citation is helpful.

3.         A specific subject (preliminary subject requests should be handled at the       local library level)

2.         A specific article photocopied from a periodical:

a)         Complete and specific information about the subject (do not give broad topics such as air pollution, World War I, etc.)

b)         Educational level of person requesting the information, if this will affect the reading level required

c)         Type of material needed: e.g., magazine articles, books

d)         Amount of material needed and format restrictions, if any

e)         Purpose of request, such as speech or term paper

f)          A list of specific sources already checked.

B.         Mode of Transmission

Many methods may be used to send requests through the network.  It should be remembered that some libraries have several ways to receive messages and they may prefer one of them to ALA forms or telephone calls. Before sending the request, check the library policy in the Library Policies section of this manual.

(An excellent guide to lending and borrowing procedures is pages 17-49 of the Interlibrary Loan Practices Handbook, 3rd edition, 2011 by ALA.)

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NSLAPR strives to ensure all website users have complete access to our online content.  NSLAPR's Website Team is continuously working on making our website compliance more robust.  

NSLAPR welcomes comments on how to improve our website's accessibility for users with disabilities. If site visitors interfacing with our website, they should contact the Website Team. The e-mail to the Website Team should include the nature of the accessibility problem; the preferred format in which to receive the materials; the web address of the requested materials; and the contact information for the site visitor. 

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