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Hilton M. Briggs Library Policies

Policies & Procedures

SUBJECT: Interlibrary Loan Services to SDSU Patrons

NUMBER: 3.1

  1. Purpose

To establish guidelines for obtaining physical loans and digital copies from other libraries for SDSU patrons.

  1. Policy

The library provides unlimited interlibrary loan (ILL) service to all current SDSU faculty, staff, students, and emeritus faculty.

  1. Procedures

ILL requests must be placed through the library’s ILL system. Patrons log in to the system from the library’s homepage. First time users will have to create an account before using the service.

Library staff typically processes incoming requests within three business days. Average turnaround time is three to four days for copies and eight to nine days for loans. However, some will arrive sooner and some later, depending on the lending library.

ILL staff will make every attempt to obtain materials at no cost. If no free source is available, the library will obtain the materials, provided that the patron agrees to pay the fee. Patrons using an SDSU account to pay for ILL fees should include an index/account number in the Notes area on the request form.

Patrons will receive an automated message notifying them when their materials have arrived. Articles are delivered as PDF files to the patron’s ILL account. Physical loans are held for pickup at the Library Services Desk. Items not picked up by the due date will be returned to the lender. Distance students, faculty, and staff members receive their loans by US postal service first class.

Renewals for physical loans may be requested through the interlibrary loan office and are granted at the discretion of the lending library.

Library staff may block services to individuals with overdue library materials or unpaid library fines or fees.

Materials owned by Briggs Library that are on loan or otherwise unavailable may be requested through ILL.

  1. Related Documents
  1. Responsibility

The Access Services Librarian or designee is responsible for annual and ad hoc review of this policy and annual review of procedures. The Chief University Librarian is responsible for approval of policy and revisions.

SOURCE:

Reviewed by: Library Faculty April 4, 2019

Approved by: Chief University Librarian April 30, 2019

Originally adopted: July 8, 2013

Revision dates: April 30, 2019

SUBJECT: Interlibrary Loans of Fragile, Damaged, or Valuable Circulating Items

NUMBER: 3.2

  1. Purpose

To establish guidelines to determine whether items may be circulated through interlibrary loan.

  1. Policy

All library personnel will follow established procedures to evaluate the condition of circulating materials requested through interlibrary loan. Materials held by Archives & Special Collections will not be loaned.

  1. Procedures
  • Examine the condition of the item requested through interlibrary loan. Use the Guiding Principles of Preservation as a reference.
  • Consult and follow the recommendations of the Bindery Technician before lending fragile or damaged items.
  • Consult and follow the recommendations of the Archivist and Special Collections Librarian before lending items that are valuable, rare, published more than 100 years ago, or contain color plates.
  • If the requested material is already available in a digital format, send or link to the electronic version in lieu of a physical loan.
    • If the material is not in a digital format, the library staff will digitize it, if feasible and legal.
  1. Related Documents

Guiding Principles of Preservation in Hilton M. Briggs Library

Care and Handling of Bound Materials policy

  1. Responsibility

The Preservation Committee is responsible for biennial and ad hoc review of this policy and biennial review of procedures. The Policy and Procedures Committee is responsible for review of this document every four years. The Chief University Librarian is responsible for review and approval of this policy and associated revisions.

SOURCE:

                        Reviewed by:              Library Faculty                        January 8, 2020

                        Approved by:              Chief University Librarian       January 17, 2020

                        Effective date:             January 17, 2020

                        Revision dates:            date

SUBJECT: Interlibrary Loan Copyright

NUMBER: 3.3

  1. Purpose

To establish guidelines for obtaining copyrighted materials through interlibrary loan.

  1. Policy

The library will obtain materials copied from copyrighted works at the request of a patron in accordance with copyright law (17 U.S.C.) and Copyright Compliance Guidelines (CONTU Guidelines).

  1. Procedures
  • Copyright is tracked on a calendar year.
  • The library will use the Copyright Clearance Center whenever possible when royalties must be paid.
  • The library pays all copyright royalties incurred.
  1. Copyright fees are incurred as described below.
Copyright fees for Interlibrary Loan
  Multiple articles from a single issue of a journal (one patron, one issue), regardless of publication date Multiple articles from a single journal title that was published within the last 5 years
Royalties Incurred => 2 articles => 6 articles in a calendar year
Notes The library will try to purchase or borrow a copy of the issue before requesting multiple articles if that would be less expensive than other options.

If multiple articles are requested from a single issue by the same patron, see the previous column of this table.

The Access Services Librarian will purchase articles (pay-per-view) if that option is less expensive than other options.

  1. Related Documents

Interlibrary Loan Procedures Manual

Copyright Law (U.S. Code Title 17)

CONTU Guidelines

  1. Responsibility

The Access Services Librarian or designee is responsible for biennial and ad hoc review of this policy and annual review of procedures.  The Chief University Librarian is responsible for review and approval of this policy and associated revisions.

SOURCE:

Reviewed by: Library Faculty March 7, 2018

Approved by: Chief University Librarian March 7, 2018

Origination date: March 7, 2018

Revision dates: March 7, 2018

SUBJECT: Interlibrary Loan Service to Other Libraries

NUMBER: 3.4

  1. Purpose

To establish guidelines for lending physical items and sending copies to other libraries.

  1. Policy

Briggs Library lends circulating materials and sends copies to other libraries while maintaining copyright compliance.

  1. Procedures

Requests are accepted from other libraries through the following systems:

  • South Dakota Share-It: SDB
  • Docline: SDUSDB
  • OCLC: SDB
  • If a library does not use one of the three systems listed above, Briggs Library will accept requests via email.

Physical Loans:

  • Briggs Library charges no fee for loans to other libraries.
  • Briggs Library will not put materials on hold for other libraries.
  • Requests for theses and dissertations that are available through Open PRAIRIE will be filled by sending the open access link to the borrowing library.
  • Books: 4 weeks, with two renewals, if no holds or requests have been placed on the item.
    • Non-circulating items will not be loaned through interlibrary loan.
    • Items designated as “new books” will not be loaned through interlibrary loan.
  • Masters Theses: 4 weeks, with two renewals, if no holds or requests have been placed on the item.
  • PhD Dissertations: 4 weeks, with two renewals, if no holds or requests have been placed on the item.
  • Periodicals: 1 week, no renewal
    • Subject to approval by the Electronic Resources and Scholarly Communications Librarian.
    • Unbound issues do not circulate.
  • Microforms: 4 weeks, no renewal
  • Government Documents: 4 weeks, with two renewals, if no holds or requests have been placed on the item.
  • AV Materials: 2 weeks, with two renewals, if no holds or requests have been placed on the item.
    • AV materials that do not circulate will not be loaned on interlibrary loan.
  • Curriculum Materials: End of term, no renewal

Copies:

  • Briggs Library provides scanned or photocopied content from journals, magazines, and other sources.
    • South Dakota libraries: no charge
    • MINITEX, LVIS: 1-50 pages: no charge
    • MINITEX, LVIS: 51+ pages: $15.00
    • All other libraries: $15.00
    • Fees do not apply when reciprocal agreements are in force.
    • The borrowing library assumes all copyright compliance responsibilities.
  1. Related Documents
  • Interlibrary Loan Services to SDSU Patrons
  • Interlibrary Loan Copyright
  1. Responsibility

The Access Services Librarian or designee is responsible for ad hoc review of this policy and procedures. The Policy and Procedures Committee is responsible for review of this document every four years. The Chief University Librarian is responsible for approval of policy and revisions.

SOURCE:

Reviewed by: Library Faculty June 6, 2019

Approved by: Chief University Librarian August 13, 2019

Originally adopted: February 23, 2010

Revision dates: August 13, 2019

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