Interlibrary Loan Policy

The purpose of Interlibrary Loan (ILL) is to support the academic pursuits of students, faculty, and staff through the exchange of material from one library to another when the item is not available within the requesting library’s borrowing system. Through ILL, patrons have access to materials found in thousands of libraries, of all types and sizes, from all over the world.

Borrowing Policy

Eligibility All ILL services are available to Prescott College faculty, staff, students and alumni residing within Yavapai County. All books/videos must be picked up at Prescott College. Students living outside Yavapai County may use Prescott College ILL for scanned/copied materials (i.e. journal articles, ERIC Documents), but must access their local library’s interlibrary loan service to obtain books, audio/visual, and other materials which must be returned to the lending library.

Materials Available Through ILL

• Books (above restrictions apply)
• Journal articles
• ERIC documents (not all are available)
• Audio/visual materials (availability varies)
• Government Documents
• Doctoral dissertations and masters theses (availability varies)

Materials Not Available Through ILL

• Books published within the current year (may be available)
• Entire volumes or issues of periodicals
• Reference materials
• Rare books or original manuscripts
• Newspapers or other bulky materials in their original format
• Computer software

ILL Request Procedure

ILL requests may be made using the online ILL request form. All requests must contain legible, complete and accurate  information and citations or will be returned to the requester for clarification. Requests will be processed as soon as possible. Requested items could take up to three weeks to arrive.

Limits on Requests

There are no limits on the number of requests a patron can make. The patron should request only the number of returnable items (books) that can be read in a 2-3 week period. Interlibrary loan requests are quite costly and patrons are strongly encouraged to order only what they will really benefit from. If a patron repeatedly makes requests for items and does not pick them up, his/her interlibrary loan privileges may be suspended.

Charges/Financial Responsibility

Every effort will be made to obtain the material at no cost; however, certain items may only be available from libraries that charge for lending their materials. Any charges assessed by the lending library will be passed on to the patron. The patron will be notified in advance of these charges and given the option to cancel the request.

If an article is needed immediately, it may be possible for the patron to order it himself through an online document delivery service. The cost of this service is the responsibility of the patron. Borrowed materials are the responsibility of the patron, not the Prescott College Library.

If the item is lost or damaged it is up to the patron to make restitution. The patron will be notified of all charges assessed by the lending library and a personal check should be made out to that library in the amount specified. If the patron does not respond to these charges, they will be added to the patron’s account with an additional $10.00 processing fee for the college’s cost of producing a check for the lending library. If the full amount is not paid within 30 days following receipt of a final notice, it will be turned over to the Business Office for collection.

Picking Up/Returning Materials

Books, ERIC documents, audio/visual materials and any other item which must be returned to the lending library can be picked up at the Circulation Desk. These items will have a band attached to the front cover that includes due date information; this band must not be removed. Electronic copies of articles are emailed to patrons; print copies are held for pick-up at the front desk.

Items being returned may be left at the Circulation Desk. If the band has been removed from the book, library staff should be informed that the item being returned is an interlibrary loan so that it may be properly checked in. Any overdue fees incurred because the band was removed are the responsibility of the borrower.

Loan Period/Renewals

The loan period is set by the lending library. The average loan period is about 3 weeks. A delay in mail delivery may shorten this period considerably. One renewal request may be made for each item, providing the lending library does not indicate otherwise, and should be made 3 to 5 days before the due date. Renewal requests will not be considered less than 3 days before the due date. Notifications of the new due date will be made by phone or e-mail if the request for renewal is granted. If the lending library denies the request, the item must be returned by the first due date. The lending library can recall the item at any time; If this happens, the patron will be notified by phone or e-mail, and the item will be due two days from the date of that contact.

Special Loan Conditions

The lending library may stipulate special lending conditions, to which Prescott College will strictly adhere. Special conditions may include in library use only, no renewals, no photocopying of item, etc.

Overdue Fines

It is extremely important that all materials are returned to the lending library by their due date. Every measure will be taken by the Interlibrary Loan Librarian to ensure that these materials are returned in a timely manner, in order to maintain our status as a reputable borrower. A $1.00 per day overdue fine will be charged to any patron who has an ILL book overdue. There are NO exceptions. If the item is not returned in 10 days, the book will be considered lost. The patron’s account will be charged for the cost of the book, a $10 processing fee, plus the overdue fines. Repeat offenders may be subject to loss of interlibrary loan privileges.

Any overdue fines charged by the lending library are also the responsibility of the patron. The patron will be notified of these charges and a personal check should be made out in the specified amount to the lending library. If the patron does not make payment to the lending library, the college will have to issue a check for the overdue fines. The amount owed will be added to the patron’s account along with a $10.00 processing fee. If the full amount is not paid by the end of the semester following receipt of a final notice it will be turned over to the Business Office for collection.

Copyright Compliance

Prescott College adheres to the Copyright Law (Title 17, U.S. Code) and the accompanying guidelines when requesting photocopied material. A record is maintained of all requests from periodicals published within the last five years. Requesting patrons are required to read the following copyright statement:

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproduction of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or 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. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

Requests that fall outside the copyright compliance limits will be ordered through normal channels with copyright costs paid to the Copyright Compliance Center or through a document delivery system that charges appropriate copyright fees.

Lending Policy

Eligibility Prescott College believes in the principle of free exchange of materials and lends to any library requesting materials from its collection.

Charges Prescott College does not charge borrowing libraries within the United States, Canada, or Mexico for photocopies or materials loaned. Materials requested by countries outside of these areas will be charged for shipping and insurance only.

Materials Available for Loan

• Books
• Photocopies of Journal and Newspaper Articles
• ERIC Documents
• Master’s Theses

Materials Not Available for Loan

• Entire volumes or issues of periodicals
• Reference collection materials
• Newspapers
• Audio/visual materials
• Computer software

Processing Time

All requests will be processed and shipped to the borrowing library within 3 business days upon receipt of the request.

Loan Period/Renewals

Borrowing libraries have a loan period of 5 weeks from the date the request is filled. The due date in our system reflects an extra week (6 total) to allow for mail delivery.

Overdue Fines/Notices

Borrowing libraries are not assessed overdue fines. An overdue notice is sent if the item is 15 days overdue. If the book is not received within 2 weeks of the first notice, the borrowing library is contacted and every attempt is made to have the item returned. If necessary, at this point the book is considered lost and an invoice will be sent to the borrowing library for the cost of the book plus a $10 processing fee. Libraries that repeatedly return books late, or not at all, are subject to losing their borrowing privileges through Prescott College Library.

Library Links