Interlibrary Loan Policy (#21)
Scope/Purpose of Interlibrary Loan
Auraria Library is committed to the spirit of resource sharing with libraries in and outside Colorado. As a partner in the resource sharing network, Auraria Library both lends learning materials to other libraries and provides copies of journal articles. Auraria Library aims to meet information needs by supplementing its on-site collection with resources that are available at other libraries and through the use of commercial document delivery services. A wide variety of learning and research materials can be obtained through Interlibrary Loan.
Eligibility (Registration)
The students, faculty and staff of the Community College of Denver, Metropolitan State College of Denver, University of Colorado Denver and the Auraria Higher Education Center, must be registered in the library patron database to identify their institutional affiliation and borrowing status. Users can confirm registration at the Circulation Desk. Users must also register online using the ILLiad Interlibrary Loan software, complete the first time user form and provide an e-mail address. Users not associated with Auraria campus institutions are encouraged to request materials from their local public library. Licensure restrictions do not permit us to copies of articles from our commercial databases for patrons not affiliated with Auraria.
Books, articles, theses, dissertations, musical scores, some media items, and some materials reproduced in microform can be borrowed. Photocopies of non-circulating materials, primarily periodical articles, can be requested in accordance with copyright guidelines. Requests for theses and dissertations that are not available for loan from other libraries will be requested from Dissertation Express/UMI/ProQuest if they are available for purchase. Since the cost for the library is $30-$40 each, the user is limited to ordering 5 dissertations or theses per calendar year. These must be returned to be bound and added to the collection. Not all dissertations can be obtained for lending or purchase. In these cases, a cancellation notice will be sent to the user.
The following materials are usually not loaned by other libraries or for purchase from commercial document suppliers:
- Textbooks for courses listed at CCD, MSCD and UCD.
- Material available at the Auraria Library.
- Whole volumes or issues of journals, newspapers or manuscripts, except in microform
- Materials defined by the lending libraries as non-circulating (archives, reserve, reference or special collection)
- Electronically stored information restricted by license agreements
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials. The law stipulates that a photocopy or a reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement. Auraria Library's ILL Department reserves the right to refuse a copying request if, in its judgment, fulfillment of the request would involve violation of the fair use provision of the copyright law. Use in excess of the fair use provision may require payment of a copyright fee, either by the Library or by the requestor.
The ILL Department is responsible for recording and storing all borrowing requests for up to three years. Fees due to publishers or the Copyright Clearance Center will be paid by the Auraria Library.
Auraria Library pays up to $15.00 of the information delivery cost for Auraria campus users. If there is an unusually high lending cost, exceeding $15.00, the library user will be notified about the fee before the request is placed.
All Interlibrary Loan requests are submitted online using ILLiad software. Interlibrary Loan ILLiad request form.
The WorldCat catalog and many of the Auraria Library’s databases will also allow you to request the interlibrary loan of returnable materials (not articles) that the Auraria Library does not own and it will automatically fill out the ILLiad request form for users. More detailed information is available at the ILL office and at other public service points in the Auraria Library.
Average desktop delivery of articles arrive within 1-2 days of being requested excluding weekends and holidays. More obscure journals may take 5-10 days to arrive. Books typically take 4-5 days to arrive if available in state and 2-3 weeks if available out of state. The time taken for materials to arrive depends upon how quickly lending libraries and document suppliers can fill the request.
Patrons are notified by e-mail that their requests are available. Desktop delivery of articles are accessed from the user’s online ILLiad account and retained there for 14 days. When books arrive, library users are notified by e-mail to pick up their requested materials at the Circulation Desk. Users must check their ILLiad account for status of interlibrary loan requests. Personal information changes, including addresses, need to be updated in the users ILLiad account.
The loan period and renewal options are determined by the lending library. Photocopies of articles need not be returned. Users renew material through their ILLiad account. Renewal requests must be made at least 2 days prior to the due date. Late requests will not be considered.
All interlibrary loan materials with orange or green sleeves must be returned to the Circulation Desk. Materials with green sleeves cannot leave the library and failure to comply can result in the user losing their interlibrary loan privileges.
Late return of materials jeopardizes the ability for the Auraria Library to borrow from other libraries.
Lost or damaged materials (water damage, theft, lost in the mail, etc.) are the financial responsibility of the user. Overdue notices are a courtesy only, the failure to receive an overdue notice does not absolve the user from their responsibility as a borrower to return materials on time.
An item is considered lost and is billed to the patron after it is 28 days overdue. The standard lost book replacement charge is $125.00.
If a lost or billed item is returned after the account has been billed or sent to Central Collections, a $25 late fee, per item, will be assessed plus any commission fees if applicable.
Revocation and Reinstatement of Privileges
A patron's ILL privileges, circulation privileges, and remote access to electronic databases are blocked until all lost or overdue materials are returned and/or the replacement fee(s) and any associated late fees are paid in full.
It is the responsibility of the user to inform the ILL Department when overdue materials are returned and/or the replacement fee or late charges are paid in full. The ILL Department will then consider reinstatement of service. Circulation will be notified of resolutions occurring in ILL.
The lost book replacement fee must be paid at the Circulation Desk or Administration Office as appropriate. Receipts need to be presented by the user to the Interlibrary Loan Office to reinstate ILL privileges.
Collection of Past Due Accounts
As of January 1, 1992, Colorado State Law (Colorado Revised Statues 24-30-202.4) mandates that any debt owed a State Agency must be referred to Central Collection Services for the State of Colorado within 30 days of becoming past due. Accounts that have been referred to Central Collections cannot be cleared or negotiated by Interlibrary Loan staff. For more information on collections accounts, call 303-556-6399.