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 user database to identify their institutional affiliation and borrowing status. Users can confirm registration at the ASK US Desk. Users must also register online using the ILLiad Interlibrary Loan software, complete the first time user form and provide an e-mail address. It is essential that the user indicate a status and affiliation on the ILLIAD Interlibrary form. Users not associated with Auraria campus institutions are encouraged to request materials from their local public library. Licensure restrictions do not permit us to make copies of articles from our commercial databases for users not affiliated with Auraria.  Users associated with Auraria campus institutions are encouraged to first check Prospector for the availability of materials. If materials are available in Prospector, the Interlibrary Loan request will not be completed and the user will be asked to request the materials utilizing the Prospector system.

Materials Offered

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.  Materials should be picked up as soon as the notification is received. Materials must be picked up prior to the due date of the materials. Overdue materials not picked up will be returned to the lending library. Failure to pick up materials will jeopardize Interlibrary Loan privileges and the user will be blocked from further Interlibrary Loan requests after five non-pickups. Requests for materials from international libraries will be fullfilled for Faculty requests only. Requests from undergrad or graduate students for international libraries will be cancelled by the Interlibrary Loan staff. Undergraduate students are limited to 10 active requests. Requests for theses and dissertations that are not available for loan from other libraries will be requested from ProQuest if they are available for purchase. Since the cost for the library is $30-$40 each, the user is limited to requesting 5 dissertations or theses for purchase 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.

Materials Not Offered

The following materials are usually not loaned by other libraries or for purchase from commercial document suppliers:

• Materials determined to be textbooks for courses listed at CCD, MSCD and UCD.
• Materials available at the Auraria Library.
• Whole volumes or issues of journals, newspapers or manuscripts, except in microform.
• Materials available through the Prospector System.
• Materials defined by the lending libraries as non-circulating (archives, reserve, reference or special collection)
• Electronically stored information restricted by license agreements Copyright Compliance.

Requests for these items will be cancelled by the Interlibrary Loan staff. 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 will subsidize up to $25.00 of the information delivery cost for Auraria campus users. If there is an unusually high lending cost, exceeding $25.00, the library user will be notified about the fee before the request is placed.

Submitting Requests

All Interlibrary Loan requests are submitted online using ILLiad software and the Interlibrary Loan ILLiad request form. The WorldCat catalog and many of the Auraria Library’s databases will also allow one 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.

Turnaround Time

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.

User Notification

Users 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 CCD, MSCD, or UCD-provided e-mail to pick up their requested materials at the ASK US Desk. Email notification is a courtesy service. 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.  It is the responsibility of the user to provide current contact information including a current email address. It is the responsibility of the user to read their email.  The library is not responsible if the user does not receive the email notifications due to incorrect contact information or if the email is not read.  Overdue materials will result in a user account block preventing access to library services such as Interlibrary Loan requests.

Loan Period and Renewal

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.

Returning Materials

All interlibrary loan materials with orange or green sleeves must be returned to the ASK US Desk. Materials with green sleeves cannot leave the library and failure to comply can result in the user losing their interlibrary loan privileges.  Users should not remove the orange bookstrap from the book for any reason. Interlibrary Loan materials must be returned by the due date:  Late return of materials jeopardizes the ability for the Auraria Library to borrow from other libraries.

Lost Book Replacement Fees

Auraria Library is responsible for all charges assessed by the lending library for lost or damaged materials. A book is considered lost after it is 30 days overdue.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.   The user account will be blocked as the result of lost or damaged materials. If a lost or billed item is returned after the account has been billed or sent to Central Collections, the user account will be unblocked.

Revocation and Reinstatement of Privileges

A user's ILL privileges, circulation privileges, and access to electronic databases are blocked until all lost or overdue materials are returned. It is the responsibility of the user to inform the ILL Department when overdue materials are returned and/or for those users who were billed prior to the August 1, 2010 policy change, the replacement fee or late charges are paid in full. The ILL Department will then consider reinstatement of service. The ASK US Desk will be notified of resolutions occurring in ILL.

Cash Handling

The lost book replacement fee must be paid at the ASK US Desk or the Library's Financial 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 (prior to August 1, 2010)

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.