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INTERLIBRARY LOAN POLICY

 

  1. 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 upon request.
  2. Purpose: The purpose of the interlibrary loan as defined is to Preble County District Library (hereafter called Library).
  3. Scope:
    1. A loan or copy of any material may be requested from another library. The lending library will decide in each case whether a particular item can be provided.
    2. The Library will not lend the following:
      1. Rare or valuable material, including manuscripts (but may copy from them)
      2. Bulky or fragile materials, including entire periodicals (but may copy from periodicals)
      3. Materials in current or recurring demand
      4. Unique materials that would be difficult or impossible to replace (but may copy from them)
  4. The Library as a Borrower:
    1. The Library provides the resources to meet the study, instructional, informational, recreational, and normal research needs of its primary clientele. This is accomplished through its own collection or through resource-sharing agreements. Material requested from another library under this policy should generally be limited to those items that do not conform to the Library's collection development policy, not in print, or for which there is no recurring demand.
    2. The interlibrary loan staff should be familiar with and use relevant interlibrary loan documents. These documents include the A.L.A. Interlibrary Loan Code, the OLA Interlibrary Loan Code, and any codes arrived at by private agreements by groups, such as regional library systems.
    3. Library staff should inform its users of the purpose of interlibrary loan and of the Library's inter-library borrowing policy (this document).
    4. The Library is responsible for compliance with the copyright law (Title 17, U.S. Code) and its accompanying guidelines, and should inform its users of the applicability of the law. An indication of compliance must be provided with all copy requests.
    5. Requested material must be described completely and accurately following accepted bibliographic practice. If the item cannot be verified, the statement "cannot verify" should be included along with the complete information as to the original source of the citation.
    6. The Library should carefully screen all requests for loans and reject any which do not conform to the codes above.
    7. Standard bibliographic tools such as union catalogs, computerized databases, and other listing services, should be used in verifying items and in determining the location of material. Concentrating the burden of requests on a few libraries should be avoided.
    8. A.L.A. or standard, agreed upon interlibrary loan formats should be used for all requests, regardless of the means of transmission.
    9. All requests and shipments should be conspicuously labeled: "Interlibrary Loan."
    10. Borrowed material is the responsibility of the Library from the time the material leaves the lending library until it is received by the lending library. The Library is responsible for packaging the materials so as to insure its return in good condition. If damage or loss occurs the Library must meet all costs of repair or replacement, in accordance with the preference of the lending library. The Library will invoice the patron for an equal amount if the item was damaged or lost while in their care. Unpaid invoices will result in the loss of patron privileges.
    11. The Library and its users must comply with the conditions of loan established by the lending library. Unless specifically forbidden by the lending library, copying by the Library is permitted provided that it is in accordance with the copyright law and no damage to the original volume will result.
    12. The Library should encourage its 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 Library should assist the user in making the necessary contacts.
  5. The Library as a Lender:
    1. The decision to lend is at the discretion of the Library. The materials listed as exceptions in the Scope section will not be loaned, but may be photocopied (if applicable).
    2. The Library will furnish, upon request, a copy of this policy to a borrowing library.
    3. The Library will process requests within 24 hours of receipt. Conditions of loans should be stated clearly and materials should be packaged carefully. All replies and shipments should be conspicuously labeled "Interlibrary Loan."
    4. The Library will notify the borrowing library when unable to fill a request stating the reason for not filling the request.
    5. The Library is responsible for informing any borrowing library of its apparent failure to follow the provisions of it's policy and the codes.
  6. Expenses
    1. The Library assumes responsibility for basic costs, such as postage, insurance and nominal charges for materials lent to libraries within the state of Ohio.
    2. In addition to return charges, the Library assumes responsibility for charges, such as photocopying and special handling fees which may be assessed by the lending library. The Library must inform the patron that they must pay such charges and obtain authorization for them on the original request.
    3. If the charges are more than nominal and not authorized by the borrowing library, the Library must inform the requesting library and ask for authorization to proceed.
  7. Duration of the Loan:
    1. The duration of the loan is 28 days disregarding the time spent in transit.
    2. Interlibrary loan materials should be returned promptly.
    3. The Library will grant renewals only in unusual circumstances. Requests to renew must reach the Library before the due date regardless of the means of transmission. The Library will respond within 24 hours by telecommunications.
    4. All material on loan is subject to immediate recall, and the borrowing library should comply promptly.
  8. Violation of Policy: Continued disregard of any provision of this policy is sufficient reason for suspension of borrowing privileges.

Adopted: November 27, 1989

Revised: February 24, 1997