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Library Procedures
Interlibrary Loan
Interlibrary Loan (ILL is a cooperative arrangement
between thousands of participating libraries across the country. The system is
regulated by a national Interlibrary Code and by copyright regulations (Title 17
U.S. Code). The intent is to give researchers (including students) access to
books and periodical articles not available in the researcher's "home"
library.
If our library does not have a book or periodical article,
fill in an "Interlibrary Loan Request" form (available at the
circulation and online at the Library homepage). Please use one form for each item you are
requesting and provide as much information as possible.
The ILL Code requires that the library indicate the source of
any periodical article request (i.e. the index or bibliography from which you
got the citation). Copyright laws restrict the number of requests that the
library (as an institution) can make from the most recent five years and current
year of any one journal title. For requests that exceed the copyright
limitations, the library uses the services of document delivery vendors, and
must pay the delivery and copyright royalty fees. If the fees are above the
average, the patron requesting the material will be consulted prior to ordering.
Charges and Loan Periods
For faculty, the Interlibrary Loan service is free of charge, unless the
faculty member is otherwise notified prior to our sending for the requested
material.
For students, the Interlibrary Loan service is free
of charge for books, but photocopies of articles requested are $0.10 per page.
It may take up to two weeks for the requested material
to arrive. Books are on loan from the lending library, and are subject to any
restrictions imposed by the lending library (including the due date and fines). Photocopies
of articles do not have to be returned.
Reserved Readings: Procedures for
Faculty
Below is a list of a few simple policies and procedures that were
designed to reduce student frustration with the RESERVE READING element of their
educational experience, to comply with the 1976 copyright laws, to minimize
faculty members' responsibilities, and to simplify the paperwork tasks of the
library staff. Thank your for your cooperation in making this system work.
1. When books or articles are to be placed on reserve in the
library, please be sure that the author and title information given on the
reserve request slip matches the information which is on the course syllabus and
on the folders which contain the photocopied articles.
2. Please supply a folder for each photocopy: each photocopy
must have the faculty member's name on it (for copyright compliance) and each
folder should be labeled with the author and/or title exactly as it appears on
the course syllabus. Example: If you consistently refer to a reading as
"the Berger article," please be careful to indicate on the request
slip and the folder label that the author is "Berger'.
3. IMPORTANT : please note on the course syllabus
whether the item is a book or a photocopy in a folder.
4. Please specify the edition or editions of the books which
your are requesting for reserve.
5. It would be very helpful if you would give us a copy of the
syllabus for each course that will involve the use of reserve materials.
Students occasionally come to the reserve desk without a clear idea of the item
that they need. Being able to refer to the syllabus often helps the student and
eliminates a tedious and lengthy search on the part of the library staff.
6. Due to copyright restrictions we are asking that you comply
with the following:
- a) Any copies of uncopyrighted materials or materials
copyrighted 75 years prior to the present calendar year can be accepted for
reserve. (In some cases, there may be materials published as far back as
1906 which may still be copyrighted. For a clarification of this, check the
copyright file in the Reference Office.
- b) Up to three (3) photocopies per course section of
any of the following or copies of up to six (6) items from separate
volumes on the following list may be accepted:
- a chapter
- an article
- a short story, poem, or essay
- a graph, chart, or picture
(NOTE: Remember we are here considering library reserves. ALA
(American Library Association) guidelines suggest multiple copies of any of the
above may be distributed in class as long as the copies do not "exceed the
number of students in the class." However, the limit of six separate items,
which conforms to ALA guidelines, is an effort to avoid anthologizing, and does
apply to both library reserves and classroom distribution.)
- c) Copies can be accepted for one semester or session only;
they are the property of the professor and are so marked, and will be
returned to said faculty member at the end of the academic term.
- d) Copies of the following consumable items cannot be
accepted for reserve if they are copyrighted:
- - workbooks and exercises
- - tests and test booklets
- - answer sheets or booklets
- - pages from textbooks
- e) The library staff will stamp each copy with a notice of
copyright.
- f) Photocopied materials that a professor wishes to use in
multiple courses or successive semesters require permission from the owner
of the copyright. A copy of the letter granting permission will be kept on
file in the library and must accompany the photocopies at the time of
submission for reserve. In certain instances a copy of the faculty member's
request for permission will be accepted pending receipt of the appropriate
permission. (See sample letters.)
7. We will try to have your reserve items on he shelf within 48
hours after we receive your request. This time period may be slightly longer
over weekends and during the first week of each semester. We will accept items
for the next semester's reserve as early as you can get them to us (yeah, even
weeks in advance!) The requested reserve items are processed on a first come,
first served basis. Here are a few hints that will facilitate your requests:
- a) Request slips with no accompanying material take longer
than 48 hours to process. So, if the book that you want on reserve is
somewhere in the library stacks, please go upstairs and pull the item. The
item should accompany the reserve request slip.
- b) If the item that you want on reserve is an article out
of a periodical, make copies of the article and put them in labeled folders.
Please follow steps 1, 2, and 6.
- c) If the item that you want on reserve is a periodical,
you need to go downstairs and pull that periodical off the shelf. The item
must accompany the faculty reserve slip.
- d) If you have looked for the item that you would like put
on reserve and have been unable to locate it, please indicate this when you
turn in your reserve request slips. We will put the item on search status
and when the item is found it will go directly to the reserve shelf.
Sample Letters
Sample Letter A
-
- December 1, 1995
-
- Material Permissions Department
- Hypothetical Book Company
- 500 East Avenue
- Chicago, IL 60601
-
- Dear Madam or Sir:
-
- I would like permission to copy the following for continued
use in my classes in future semesters:
-
- Title: Learning is Good. 2nd
ed.Copyright: Hypothetical Book Co., 1965, 1971.
-
- Author: Frank Jones
-
- Material to be duplicated: Chapters 10,
11, and 14 (photo copy enclosed).
-
- Number of copies: 20
-
- Distribution: The material will be
distributed to students in my classes and they will pay only the cost of the
photocopying. (and/or: Three copies to be held on reserve in the Houghton
College library for use by the students in my class.)
-
- Type of reprint; Photocopy
-
- Use: The chapters will be used as
supplementary teaching materials.
-
- I have enclosed a self-addressed envelope for your
convenience in replying to this request.
-
- Sincerely,
-
- (Faculty member)
-
Sample Letter B
- December 1, 1995
-
- Rights and Permissions Department
- Hypothetical Publishing Company
- 500 East Avenue
- Chicago, IL 60601
-
- Dear Madam or Sir:
-
- I would like permission to copy the following for continued
use in my classes in future semesters:
-
- Author: Michael Smith
-
- Title: "The effect of education on
the individual."
-
- Journal: Education Today, vol. 8, no. 4
(1988), pp. 16-17.
-
- Three copies of the article will be placed on reserve in
the Houghton College library for my class entitled "The Liberal
Arts." The article is used as supplementary teaching material in the
course and is only one of several articles placed on reserve for this
course.
-
- I have enclosed a self-addressed envelope for your
convenience in replying to this request.
-
- Sincerely,
-
- (Faculty member)
-
- Enclosure
-
Library-related questions to
Brad Wilber.
Library webpage-related questions to Glen
Avery
Updated February 7, 2006
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