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Interlibrary Loan

Your research need not be limited to materials held in Pitts or other Emory libraries. If an item you need for your research cannot be found in DiscoverE (Emory's online catalog), you may place a request for that item through Interlibrary Loan (ILL). Library staff will place requests for it with participating libraries in the U.S. or abroad. If the item can be loaned or photocopied, library staff will obtain it and notify you when it arrives. Please note that the time required to obtain materials through ILL can vary, depending on the nature of the item and its availability. You should allow up to two weeks lead time for obtaining materials through ILL.

To borrow books or obtain photocopies of articles from periodicals not owned by Emory libraries, please fill out the electronic ILL form that can be found through the link below. Please note that the ILL staff cannot request copies of materials held by Emory libraries unless these materials are out of circulation (e.g., at bindery, missing, damaged). If an item you need for your research is checked out to another user, you should recall the item. If an item is on reserve, it may not be obtained through ILL, since it is readily available at the library. Please inquire at the Reference Desk or the Interlibrary Loan Desk if you have questions.

Place an Interlibrary Loan Request »

Answers to Frequently Asked Questions about ILL

1. Is there an easy way to fill out ILLiad forms?
2. How long does it take to get something through interlibrary loan?
3. Can you tell me the status of all of my requests?
4. Can I get videos or other recorded materials?
5. Can I get a copy of a chapter from a book instead of the whole book?
6. Can I renew my ILL books?
7. Can I borrow microfilm or microfiche through interlibrary loan?
8. Can I get a dissertation?
9. Can ILL materials be delivered to me?
10. If our library's copy of a book is checked out can I ask for a copy through ILL?
11. What if our copy of a book is lost?
12. What if the only copy of an item I need is only available as a Course Reserve item or on microfilm?
13. How many requests can I make through ILL?
14. Can you RUSH an item for me?
15. The book or article I need is at Oxford. Will I get it any faster through ILL?
16. What should I put for the "Not Wanted After" date? or Why do you always send me messages saying my need-by-date has passed?
17. How much does ILL cost?
18. How will I be notified that my book or article has arrived?
19. Are there fines for ILL books?

If you have additional questions about Interlibrary Loan or the ILLiad system send e-mail to Jef.Murray@emory.edu.

Is there an easy way to fill out ILLiad forms?

It is possible to cut and past data from any windows or web source into ILLiad. This is likely the easiest way to fill in the form entries if you already have citation data on your computer.

How long does it take to get something through interlibrary loan?

• Photocopies - Users should plan on a minimum of 5-10 working days. Copies can arrive sooner, but one should never count on it.
• Books and other Loanables - Users should plan on 10-15 working days. Most books are shipped "library rate" 4^th class mail.
• Rare or unusual items (e.g., DVDs, CDs, maps, music scores) may take longer if they are obtainable at all.

Can you tell me the status of all of my requests?

The current status of any ILLiad request can be viewed by logging into your ILLiad account and using the buttons in the second grouping of the ILLiad Main Menu.

Can I get videos or other recorded materials?

Less than 50% of videos and sound recordings requested through ILL are actually received. Libraries tend not to loan these items. Students and faculty that need a video or sound recording not owned by Emory libraries for a particular class date are encouraged to seek alternative sources (rental outfits and film booking companies). There will be a charge for these services, but it is much more likely that the faculty member will actually have the video when they need it.

Please also note, although we do occasionally receive and honor requests for items that are not specifically related to classes and/or research, ILL is not an entertainment service. If you make frequent requests for audio/visual materials whose relevance to classwork and/or research is not clear, you can count on being asked to provide proof that you need these materials for other than personal enjoyment.

Can I get a copy of a chapter from a book instead of the whole book?

ILL protocol usually dictates that materials that can be loaned will be loaned. So, although you may specify that you want a chapter of a book, you're quite likely to get the whole book. However, the decision will be made by the lender - not by us.

Can I renew my ILL books?

Yes, as long as the label does not say "No Renewal" on it. Requests to renew ILL materials must be made by the patron through his/her ILLiad account, and must be made four days prior to the expiration date. Click on the button "View and Renew Checked Out Items" in the second section of the ILLiad Main Menu. Renewals are always conditional and if the lender does not grant a renewal we will require that the book be returned immediately.

Can I borrow microfilm or microfiche through interlibrary loan?

Possibly. This will depend on the nature of the item and on the owning library's willingness to lend it. If the user is seeking articles from newspapers, this is nearly always a microform transaction. Libraries will not spend time paging through papers or rolling through microfilm looking for articles. When asking for newspaper microfilm provide as precise a date as possible, or a date range, such as December 7, 1942 - December 14, 1942.

Microforms should be requested by using the Book request form. Type the word "microform" after the title. In the Citation / Notes box at the bottom of the form key the date/volume/issue needed and as much other relevant information as you have available. In general, the more information you can supply to us, the more likely we'll be able to find the materials you need.

Can I get a dissertation?

Usually. If the owning institution will loan dissertations we will attempt to borrow a copy. However, some libraries do not loan theses or dissertations.

Can ILL materials be delivered to me?

Currently there are no options for delivery of materials to Pitts Theology patrons. All ILL items must be picked up by the patron or by their designated proxy at the Pitts circulation desk. Please remember that these items must also be returned to the Pitts Theology Library on or before their due date. Dropping ILL items off at other Emory libraries will result in delays, and if an item arrives at Pitts Theology after its due date, you will be charged based on the date we received it, not the date you dropped it off at another library.

If our library's copy of a book is checked out can I ask for a copy through ILL?

No. In most cases the length of time it takes to borrow a book is considerably longer than the amount of time it takes for the user to get the copy that is checked out by placing a hold on it. Any Pitts Theology Library book is subject to recall -- no matter who the borrower is. If you have placed a hold on an item and it is determined by the Pitts circulation staff that that item is irretrievable, you may then place an ILL request for it. In that case, you will need to specify the situation in the "NOTES" field of the ILLiad request.

What if our copy of a book is lost?

If an item's status in the online catalog is "lost" we will attempt to get it for the user through ILL. This also applies to any item that the Pitts circulation staff deems irretrievable.

What if the only copy of an item I need is only available as a Course Reserve item or on microfilm?

Materials held on Course Reserve or that are part of any of the Emory Libraries' specialized collections must be used within the constraints of their location, loan status and material type.
We will not place an ILL request for items that are on Reserve; these materials are on Reserve specifically so that they may be available to the largest number of patrons, and you must abide by the access rules governing their usage.

How many requests can I make through ILL?

There are no specific limits for faculty or students. Remember though, that while we do not pass on the cost of ILL to users, each request does represent a significant expenditure by the Libraries. Planning of your research and finding out as much as you can about an item before making an ILL request will minimize unnecessary expense and enable us to continue providing ILL as a free service.

Please also note, although we do occasionally receive and honor requests for items that are not specifically related to classes and/or research, ILL is not an entertainment service. If you make frequent requests for materials whose relevance to classwork and/or research is not clear, you can count on being asked to provide proof that you need these materials for other than personal enjoyment.

Can you RUSH an item for me?

We do not "rush" interlibrary loan requests. All requests are handled as received and are typically routed to potential suppliers within one working day. Once the request is sent out into the world, we have little, if any, control over how fast (or even if) it arrives. We always try and route to libraries that have performed well, but this is no guarantee of timely receipt. If you must have an item by a specific date, you would do well to explore alternative sources for that item while waiting for the ILL request to yield results.

The book or article I need is at Oxford. Will I get it any faster through ILL?

No. In fact, any item that is held by any Emory library, whether on campus or at Oxford, may not be requested via ILL. The exception to this is in the case of a book being deemed irretrievable by the circulation staff of the owning library.

What should I put for the "Not Wanted After" date? or Why do you always send me messages saying my need-by-date has passed?

The "Not Wanted After" space on the interlibrary loan request forms has historically been confusing for all users. It is best to consider when your project is due, when the quarter will end, when you might be out of town, and then enter absolutely the last date the material will be of value to you. Providing a date that is any sooner does not mean your request will be processed any faster. We process all requests as they are received.

The fact is that an unrealistically short "not wanted after" date can often impede the delivery of an ILL request. This happens because we take this information very literally. It gets entered into the electronic order form and when that date arrives the big ILL computer at Emory cancels the request.

Once the request is canceled it can linger until we notify the user who then replies saying, "No I didn't really mean to cancel my request on October 15th. I can use it any time. Please, still get it for me." And then the whole process starts up again, causing additional delays. So, please take this field seriously.

How much does ILL cost?

We don't pass on any fees or costs to our users. The process of getting materials through ILL is a costly one, however, and users should not request unnecessary materials. A study done by the Association of Research Libraries showed that the average cost per ILL request (materials, postage, on-line time, labor, etc.) can often exceed $15.00 per request for Emory, and at least that much for the loaning institution! We want to be able to keep providing this service for free, so select the materials you request carefully.

How will I be notified that my book or article has arrived?

Students and faculty are notified that their materials have arrived by e-mail or telephone. This is determined by the choices you made when you registered with ILLiad. You can also check the status of your requests at any time by logging into your ILLiad account.

Books are held at the Pitts Theology circulation desk until the due date.

Photocopies are held at the Pitts Theology circulation desk for 14 days; after that time, they are recycled.

All materials must be picked up from the Pitts Theology Library Circulation Desk. All loaned items must be returned to the Pitts Theology Library (they may be dropped off at the circulation desk or in the drop box at the back door if the library is closed). Please do not return loaned items to other libraries, as this may result in delays. If the items are overdue, these delays could result in additional fines.

Are there fines for ILL books?

• Fines accrue for overdue ILL loan items at a rate of $1.00 per day. An item that falls due on a date when the library is closed should be deposited in the drop box at the back door of the library. The total fine amount is based on when we receive the item and will be posted to your library record.
• Loaned materials will be billed as "lost" on the 30^th day after the due date and you will be billed $70.00 per item.
• Always return materials on time or request a renewal at least 4 days prior to the due date.
• Unlike with items checked out from Euclid, ILLiad does not remind you when an item is nearly due. It only notifies you if an item is overdue. Consequently, it is your reponsibility to keep track of due dates printed on the ILL slip included with a loaned item and return it promptly.

If you have additional questions about Interlibrary Loan or the ILLiad system send e-mail to Jef.Murray@emory.edu.