What is ILL?
Interlibrary Loan (ILL) is a courtesy arrangement through which one library system lends its materials to another library system. Interlibrary loan practices are based on the National Interlibrary Loan Code of the American Library Association, the Virtual Library of Virginia (VIVA) Interlibrary Loan Guidelines, the Copyright Laws of the United States and the policies of the member libraries of the Virginia Tidewater Consortium for Higher Education.
The purpose of interlibrary loan is to provide materials that are not available in the Thomas Nelson library, in any format, to currently enrolled Thomas Nelson students, faculty, and staff to support research needs. Community patrons are referred to their local public library. Patrons wishing to borrow through the interlibrary loan service must have a valid Thomas Nelson library card, and their account must be in good standing. It is a privilege, not a right, to borrow materials from other libraries through interlibrary loan.
To request an item through this service, a patron must complete the online ILL request form. In person assistance with this form is available at the service desks at the libraries on both campuses. A valid email address is required to facilitate electronic document delivery.
Thomas Nelson Library does not charge for interlibrary loan service. The Library will attempt to obtain the item at no cost, usually within the state of Virginia. However, if a lending library charges a book loan fee (sometimes as much as $50) or a photocopy fee (up to $50 or per page), the Thomas Nelson library will pass that charge on to the patron. Patrons are required to pay the fees at the time the material is picked up. Payment must be by personal check made out to the lending library.
The Thomas Nelson ILL request form provides an opportunity for patrons to indicate the maximum amount the patron is willing to pay. It is acceptable to place a zero on the form indicating that the patron is not willing to pay anything. However, if the item is not available free, no attempt will be made to obtain it through a fee-charging institution.
There is no limit to the number of requests a patron may submit; however, the interlibrary loan librarian will establish priorities in instances where a large number of requests from one patron might adversely affect the service offered to others.
Copyright law forbids any library from requesting, in any one year, more than five articles from the same journal published within the last five years.
Some types of items are difficult or impossible to obtain through interlibrary loan. These include: reference books, textbooks, rare books, very recently published books, bestsellers, international books, entire issues of periodicals and audio-visual material. Dissertations are rarely available for loan, but the Thomas Nelson library subscribes to ProQuest Dissertations and Theses Full Text Database where most dissertations can be accessed.
Requests for textbooks that are currently being used in Thomas Nelson classes or in classes at other VCCS institutions are not accepted.
Items that are available in the Thomas Nelson collection will not be requested in additional formats. For example, a print book will not be requested if the electronic version is available in the Thomas Nelson collection. Exceptions to this may be made for students with disabilities.
Patrons should allow sufficient lead time for interlibrary loan request processing and delivery. Requests are submitted electronically by the Thomas Nelson interlibrary loan librarian to the lending library usually within one business day of receipt.
Based on the availability of the item in other libraries, the length of time involved in obtaining a loan or photocopy can vary considerably. About half of all articles are received in 2 days or less; about half of all books arrive in 5 days or less. Delivery may take as long as 3 weeks, however, or the item may not be available at all.
Materials in electronic format will be emailed to the Thomas Nelson patron at the email address provided on the interlibrary loan form. Other materials will be placed on the hold shelf at the circulation desk at either the Hampton or Historic Triangle campus, depending on where the request originated. Patrons will be notified by email or phone that the material has been received. If returnable items, such as books, are not picked up by the patron within two weeks, they will be returned to the lending library. A second request for the same item will not be accepted. Photocopies will be held at the circulation desk for two weeks and then discarded.
The lending library determines the loan period and renewal policy for its materials. Patrons can expect to keep most materials for two to four weeks. Virginia libraries often grant extended loan periods of six to eight weeks but do not allow renewals. Occasionally lending libraries loan an item under the condition that it will not leave the Thomas Nelson library. These items are often rare or fragile and must be used in the library for their protection.
Renewals of interlibrary loan materials should be requested only in exceptional cases. If a renewal is needed, the interlibrary loan librarian should be contacted at least four business days before the due date. The interlibrary loan department must receive permission from the lending library before granting a renewal. Only one renewal per item is allowed. Second requests for that item are not accepted.
Patrons are responsible for returning the item to the Thomas Nelson Hampton or Historic Triangle library circulation desk by the due date.
If the book becomes overdue, the patron is responsible for paying all fines charged by the Thomas Nelson library and/or the lending library. The patron is responsible for paying the replacement fee for a lost or damaged item. The replacement fee will be levied when a patron reports the book lost or when the book becomes two weeks overdue. At that point, the Thomas Nelson library and/or the lending library has the right to reject the book and require that the patron pay the replacement fee.
If materials are not returned by the due date, all library privileges shall be suspended until all overdue materials are returned or all amounts owed to the college for replacement of the materials are paid in full.
When materials are more than 28 days (4 weeks) overdue, the patron shall not be permitted to register for classes and the college will not issue transcripts, certificates, or degrees to the student until all overdue materials are returned or all amounts owed to the college paid in full.
Materials which have been damaged while in the borrower’s possession will be treated as lost materials
Items more than 56 days (8 weeks) overdue are considered lost and incur a mandatory, per-item replacement fee of $25 or the replacement cost of, whichever is greater, plus a 15.5% non-refundable collection fee. Interlibrary Loan materials will incur these fees plus whatever charges are imposed by the lending library. At this time accounts will be and accounts will be turned over to the college business office and reported to the State Department of Taxation, and any state refunds or payments will be held until replacement fees are paid. In addition, a hold will be placed against student accounts which will prevent the ability to register, request transcripts, and graduate until all obligations have been satisfied.
What sanctions will be placed against me if I do not meet my ILL obligations?
Because a patron’s failure to comply with the conditions of a loan can jeopardize the borrowing privileges of Thomas Nelson Library extended by other libraries, and thereby affect the services provided to other patrons, the Thomas Nelson Library takes misuse of the interlibrary loan service very seriously. Therefore, the Library places sanctions against patrons who have not met their obligations. These sanctions may include official grades not being issued, the denial of official transcripts, the blocking of re-registration, and the withholding of diplomas, degrees and certificates. Interlibrary loan borrowing privileges will be suspended for patrons who keep materials past the due date or fail to pay fees or fines. In addition, consortium borrowing privileges at all member libraries will be suspended.
If you have questions not answered in this document, please contact Corey Buttram (757-825-2878) for questions regarding ILL requests; or Vonda Robinson (757-825-3532) for questions regarding ILL processing.