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Interlibrary Loan
Borrowing Policies & FAQ

DACUS LIBRARY
WINTHROP UNIVERSITY

ILL Borrowing Policies
  1. What are the ILL hours of operation?
  2. Who is eligible to use ILL?
  3. How long does it take to receive an item through ILL?
  4. What materials may be difficult to obtain through Interlibrary Loan?
  5. Is there a limit on how many requests I can make?
  6. What are the charges involved?
  7. What are copyright restrictions and how do they affect my ILL items?
  8. How are overdue charges, damages and lost books handled?
  9. Can I request a renewal of borrowed material?
  10. What if I am a graduate/research assistant who needs to order items for a faculty member?
ILL Patron Access - FAQ
  1. What is ClioWeb and how does it work?
  2. I have not used Interlibrary Loan before. Do I need to do anything before I use ClioWeb?
  3. How do I submit ILL requests?
  4. I submitted more requests than I see in my account. Where are the other requests?
  5. How do I know when my ILL items arrive?
  6. Where and when do I pick up ILL materials?
  7. Can articles be sent to me electronically?
  8. My article disappeared from the ClioWeb Edelivery. What happened?
  9. Why is there not a renewal check box on my overdue item?
  10. I see logout links on all pages. Is this important?

Borrowing Policies

1. What are the ILL hours of operations?

All interlibrary loan processing is handled during regular business hours, Monday to Friday, 8:30 a.m. until 5:00 p.m. Materials borrowed through ILL may be picked up any time the Information Commons desk is staffed. Any special problems or questions should be addressed during the regular business hours.

Also, the ILL office will be closed from December 15 through January 2 of each year. During this time, Dacus Library will neither send nor receive requests. This is necessary since most other academic interlibrary loan services are closed during this time and will not respond to requests.

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2. Who is eligible to use ILL?

Faculty, staff, and graduate and undergraduate students who are enrolled in the current semester are eligible for ILL. Other patrons with special borrowers' cards (e.g., Advanced Placement Teachers, Charlotte Area Education Consortium Faculty, Friends of the Library, etc.) are not eligible to use the interlibrary loan service. Members of the community who are not enrolled in Winthrop classes are not eligible. Also, spouses, children or other family members of qualified borrowers are not eligible. If you would like to borrow mateirals from Winthrop or other libraries we recommend your public library to see if you can place an Interlibrary Loan request. If you would like to borrow material from Winthrop or other libraries we recommend checking with your public library to see if you can place an Interlibrary Loan request.;

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3. How long does it take to receive an item through ILL?

On average, it takes six working days to receive and process an interlibrary loan article.  For all other materials (books, videos, microfilm), the average wait is ten working days per order.  Please keep in mind that this is only an average and your individual order could arrive much sooner or later.

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4. What materials may be difficult to obtain?

Conditions for ILL services are set by national and regional codes as well as policy set by the lending library. The lending library has the privilege of deciding in each case whether a particular item should or should not be provided. Most libraries will not lend the following types of material:

  1. Rare or valuable material
  2. Fragile items
  3. Basic reference material
  4. Monographs published within the last two years
  5. Genealogical, heraldic, and similar materials

Dacus Library will attempt to obtain the above materials from other libraries, but chances of obtaining them are minimal.

The lending library, not our interlibrary loan staff, determines the conditions for each loan.  Dacus cannot change those conditions, and we ask patrons to honor them.  The lending library may restrict the use of an item to use within the library only, or prohibit copying or renewal.

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5. Is there a limit on how many requests I can place at one time?

There is no limit to the number of requests accepted from one patron. However, in fairness to other patrons, when submitting a large number of requests, the patron should rank the requests and they will be sent on an as-time-permits basis.

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6. What are the charges involved?

Typically, there are no ordering charges for any ILL requests. If there will be a charge, the patron will be notified before the item is received.

However, if the cost of borrowing the material is over $25, you must pay the difference (anything beyond $25). Interlibrary loan funds will not be used to purchase dissertations.  Please note that late fees, replacement costs of lost material, and cost of damages must be borne by the user.

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7. What are copyright restrictions and how do they affect my ILL items?

All copyright laws, both national and international, must be followed when requesting items through ILL.  Therefore, it is vitally important to keep the following in mind:

Periodicals published within the last five years are subject to Copyright Compliance Guidelines. These guidelines allow an institution to order each calendar year five articles from a specific title published within the past five-year period. After the maximum is reached, a copyright compliance fee must be paid. Therefore, if you are ordering more than five articles published in the same publication with the past five years, you may want to contact the ILL Department to see if copyright has been exceeded for the calendar year.  If it has, you will be responsible for the cost of copyright compliance.

Interlibrary Loan returnable's (including books, videos, DVD's, cassette tapes, etc.) CANNOT be placed on reserve in Dacus Library for any reason, as this is a direct violation of ILL and Reserve copyright agreements.

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8. How are overdue charges, damages and lost books handled?

Books lent to us from other libraries are given due dates set by the lending library. To make certain these books are returned in a timely manner, an overdue fine has been instituted. Once a book is two weeks overdue, the patron will be sent notification of the overdue, including information on fines for overdue and charges for lost books. Any book that is one month overdue will be billed a $10.00 (ten dollars) non-refundable fine. Patrons will be sent notification of this charge.

A book that is 60 days overdue will be billed as a lost book. The charge for a lost book is $100.00, which includes the $10.00 overdue fine, a $15.00 processing fee and a flat $75.00 replacement charge. These charges will be entered on the patron's library account. Patrons will be sent notification of these charges upon receipt of invoices from the lending library.

Subsequent interlibrary loan requests will be rejected until any and all overdue item(s) are returned. 

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9. Can I request a renewal of borrowed materials?

The decision to renew is made by the lending library and the patron is obligated to abide by the decision. If a renewal request is refused, the book must be returned by its original due date. Only one renewal is allowed.

To initiate a renewal request, you must login to your ILL Patron Access account, select the item you wish to renew from your list of current ILL items, and submit the renewal request. Patrons will be notified as soon as the lending institution responds to the request.

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10. What if I am a graduate/research assistants who needs to order items for a faculty member?

You should NOT use your personal ILL account for this purpose, as you could be accidentally charged for some of these requests. Our system has a separate login page for you, and we will create a proxy account for these purposes. The faculty member you are ordering for needs to fill out and submit the Dacus Library Proxy Card Application. A username and password will be provided to you and the faculty member within 48 hours of receipt of the request form.


ILL Patron Access FAQ

1. What is ILL Patron Access, and how does it work?

The interactive system is a database-driven web site which interacts with the Clio database management system used by the ILL department to process, order and track requests.

Once you submit requests, they are generally processed within 24 hours. It may take up to 2 days before a request appears in your list of current ILL items in the ILL Patron Access system.

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2. I have not used Interlibrary Loan before. Do I need to do anything before I can login to the ILL Patron Access system?

As long as you have activated your Winthrop email account, you can use the ILL Patron Access system immediately. For those patrons who have trouble logging on, please call the ILL Department at 803-323-2263 or contact the IT Help Desk at x2400. Generally, problems logging on means that you will need to see the IT Department to activate your account.

First-time users of the ILL Patron Access system will be automatically directed to a page to enter their contact information, status and department/major. This is a one-time entry, after that the system will fill out your information for you on all new requests.

If at a later date you need to change your personal information, simply click the "Update your Personal Information" link found on either the Book or Article Request forms. Updates are real-time.

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3. How do I submit ILL requests?

To submit new ILL book or article requests, you must login to your ILL Patron Access account, select Book or Article request from the menu and input the bibliographic citation information for the item(s) you need. Please provide as much information as possible.

Once you submit requests, they are generally processed within 24 hours. It may take up to 2 days before a request appears in your list of current ILL items in the ILL Patron Access system.

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4. I submitted more requests than I see in my account. Where are the other requests?

Some of your requests may not be processed yet, or a lender has not yet accepted the item for lending consideration. If any item you order does not appear on your current list of ILL items within 5 days, please email the ILL office via your ILL account.

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5. How do I know when my ILL items are available?

For all requests, patrons will receive an email notice via their Winthrop Email address that their Interlibrary Loan item(s) is available as soon as processing is complete. Checking your email account is the quickest way to find out.

You may also login to your ILL Patron Access account and check the status of your requested items.

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6. Where and when do I pick up ILL materials?

Notification:
For all requests, patrons will receive an email notice via their Winthrop Email address that their Interlibrary Loan item(s) is available.

Pickup Location:

  • Books: All patrons pick up interlibrary loan books at the Information Commons Desk during regular library hours. Books must be signed for to acknowledge receipt.
  • Articles: All patrons will receive an email notice when their requested article(s) arrives. Articles are retrieved by patrons via their ILL Patron Access account. The articles are in PDF format and will be available to patrons for 14 days from receipt. The ONLY time a patron will have to pick up a hard copy of an article is if the quality of the copy we receive is too poor for online viewing. If this is the case, patrons will receive a different notice asking them to pick up their article(s) at the Information Commons Desk.

Returning ILL Items:
All loaned materials should be returned to the Information Commons Desk.

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7. Can articles be sent to me electronically?

Articles are available online via the ILL Patron Access system. The articles are in PDF format and will be available for 14 days from notice of arrival.

All patrons will receive an email notice telling them their article is available in their ILL account when their requested article(s) arrive.

The ONLY time a patron will have to pick up a hard copy of an article is if the quality of the copy received is too poor for online viewing. If this is the case, patrons will see a different email notice asking them to pick up the article at the Circulation Desk.

Adobe Acrobat Reader software must be installed to open PDF files.  If you do not already have this software, you may download it for free at http://www.adobe.com/products/acrobat/readstep2.html. You only need to download Adobe Acrobat once.

If you experience any problems retrieving an article sent to you electronically, please contact the ILL Department immediately.

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8. My article disappeared from my list of available articles. What happened?

Due to copyright restrictions and server space, articles are only kept available to patrons for 14 days. After that time, the article will be deleted from the server.

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9. Why is there no renewal checkbox next to my overdue ILL item?

Once ILL items are overdue, we are restricted from requesting renewals by the system. Please make sure to check the due date of your items and request renewals at least 2 days prior to the due date. Overdue items must be returned as soon as possible.

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10. I see logout links on all pages. Is this important?

Yes! Logging out of your ILL Patron Access account insures that someone else cannot access your account later. This is especially important if you are using a public terminal. While your session will timeout on its own, logging out is the safest way to ensure the privacy of your information.

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