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Interlibrary Loan Policies

Definition: An interlibrary loan is a transaction in which library material, or a copy of the material, is made available by one library to another library, upon request. The library subscribes to the Interlibrary Loan Code of the American Library Association as the governing principle and guide behind the negotiation of these transactions.

Purpose: The purpose of interlibrary loan service is to serve specific patron needs by obtaining library material not available in the Stephens-Burnett Library and to loan material from the Stephens-Burnett Library which is not available in other libraries.

Interlibrary Borrowing

  1. This service is offered to Carson-Newman University faculty, students, and staff.
  2. General policies pertaining to types of material borrowed by a patron of Stephens-Burnett library:
    1. A loan or a copy of any material may be requested from another library, although the lending library reserves the right to decide in each case whether or not a particular item can be provided. Items missing from the Stephens-Burnett Library collection may be borrowed from another library. Photocopies of missing pages from Stephens-Burnett Library's materials may also be obtained.
    2. Most libraries will not ordinarily lend the following types of material:
      1. Rare or valuable material, including manuscripts
      2. Bulky or fragile items which are difficult or expensive to ship
      3. Material in high demand at the lending library
      4. Reference books and material
      5. Unique material that is difficult or impossible to replace
      6. Ph.D. Dissertations already reproduced and available in microform
    3. Material which the Stephens-Burnett Library will not request through inter-library loan includes:
      1. Books owned by the library and charged to a patron
      2. Books for class, reserve, or other group use
  3. Borrower's responsibilities/requesting process:
    1. An interlibrary loan borrowing request must be submitted on an appropriate form (print or electronic format) with full bibliographic information.
    2. The source from which the bibliographic information was taken must be noted.
    3. Indication of compliance with the Copyright Law (Title 17, U.S. Code) must be given, where required.
    4. Payment must be made for photo-duplication charges incurred, or of lending charges for other materials, if fees are imposed by the lending library. The borrower is responsible for such charges even if the material arrives after his/her deadline.
      The borrower is financially responsible for any overdue fines incurred and the replacement or repair of any interlibrary loan materials lost or damaged.
  4. Service will be provided as quickly and as inexpensively as possible.
  5. Interlibrary loan service will be suspended for those who abuse the privilege.
  6. Interlibrary loan statistics for the Stephens-Burnett Library will be kept and compiled monthly and annually.

Interlibrary Lending

  1. This service is offered to academic libraries in the United States and to all types of libraries in Tennessee. Generally, it is not offered to public libraries outside Tennessee. Exceptions are made at the discretion of the Access Services Librarian.
  2. Materials which ordinarily circulate to users of the Stephens-Burnett Library may be sent out on interlibrary loan. Computer software is not loaned. Other audio-visual and non-book materials may be loaned at the discretion of the Media Center staff.
  3. Fees
    1. Photocopies of journal articles are provided at a charge of $2.00, plus ten cents per page. No charge is made to libraries which participate in special resource sharing consortia or which have reciprocal agreements with the Stephens-Burnett Library.
    2. Material can be faxed for a fee of $3 per transaction. Fax charges may be covered by reciprocal agreements.
    3. A $10 fee is charged for all video loans.
    4. A $5 fee is charged for all audio cassette loans
  4. Borrowing library's responsibilities:
    1. The borrowing library must submit requests in standard format with complete bibliographic information.
    2. The borrowing library must state the maximum cost it is willing to pay for photocopies if there is no reciprocal agreement.
    3. The borrowing library must indicate compliance with the Copyright Law (Title 17, U.S. Code) where required.
  5. Service will be provided as quickly and as inexpensively as possible.

Cooperative Agreements

  1. Stephens-Burnett Library participates in the following groups in which members do not charge each other for loans or photocopies:
    1. S06 libraries (exchange free photocopies)
    2. Knoxville Area Health Science Libraries Consortium (KAHSLC)
    3. Tennessee Health Science Libraries Association Union List of Serials (THESLA).
    4. Appalachian College Association Libraries (ACA)
  2. Stephens-Burnett Library also participates in the following groups whose members agree to lend and are encouraged to dispense with all charges (however, each library is free to charge if it so desires):
    1. Tenn-Share (provides OCLC/SOLINET Group Access Capability in Tennessee and serves as a catalyst for resource sharing)
    2. SOLINE (a resource sharing database and interlibrary loan network of SOLINET members in the Southeast)
  3. Electronic resources are limited by licensure.

Interlibrary loan transactions

Stephens-Burnett Library uses three systems for performing most interlibrary loan transactions:

  • OCLC Interlibrary Loan System
  • DOCLINE, the National Library of Medicine's Interlibrary Loan System.
  • Ariel®, an electronic document delivery system that transmits requested material via the internet.
  • Rarely, ALA interlibrary loan forms are sent by mail or fax.

Reviewed and modified: February 18, 1998 Library Personnel
Reviewed and modified: March 2, 1998 Library Personnel
Reviewed and approved: April 16, 1998 Library Committee
Online Access developed: October 7, 1998 Library Staff
Reviewed and Modified: January 26, 2000 Library Personnel
Updated: March 3, 2003 Library Personnel

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