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Macdonald DeWitt Library at SUNY Ulster

Policies & Services: ILLiad

Interlibrary Loan Policy - General Information

Interlibrary Loan (ILL) services support the mission of the Ulster County Community College library by providing enhanced access to and delivery of research and instructional materials to SUNY Ulster students, faculty and staff.  The purpose of ILL is to obtain materials that are not available in Ulster’s Library for SUNY Ulster students and employees, and to make materials in Ulster’s collection available to patrons from other libraries.  We are an OCLC member library, sharing resources with libraries across the United States. We are also members of Southeastern New York Regional Library Council and their SEAL (Southeastern Access to Libraries) Virtual Union Catalog.  Through SEAL we have access to resources available to the academic, special, public and school library community in Southeastern New York.   We seek to primarily use the Empire Delivery Service to ship and receive materials within New York State.  When ELD is not an option, items are shipped via UPS. We are unable to participate in resource sharing with international libraries due to budgetary constraints.

Log in to ILLiad

Use ILLiad to request materials from other libraries to be delivered to the Macdonald DeWitt Library.

Interlibrary Loan Privacy Policy

The library will purge all records for interlibrary loan and document delivery services on a semiannual basis. The initial purge of records took place in August, 2013. Patron profiles (e.g., name, address, status, loan titles, etc.) will be purged in cases where there has been no current activity. This means once the record purge is complete, the library patron will:

  • Have access to all active and incomplete requests.
  • No longer have access to completed (finished and cancelled) requests.
  • No longer have access to ILLiad patron profiles if there has been no current activity. Patrons will be able to create a new ILLiad profile by registering again using their SUNY Ulster ID and password.

Questions

Do you have more questions about Interlibrary Loan requests?  Please contact Bill Russell at 845-687-5212 or RussellW@sunyulster.edu

Borrowing

Borrowing privileges for materials owned by other libraries is available to patrons who are currently registered students, faculty and staff. Community users should use their local public library to request materials through interlibrary loan.  A reference librarian can assist Community Borrowers in finding other lending venues.

Patrons may request to borrow up to five (5) items at one time. SUNY Ulster follows United States Copyright Law for all interlibrary requests.

To request an item through interlibrary loan, patrons must establish an Illiad Account using a valid SUNY Ulster ID and their SUNY Ulster email address. 

We reserve the right to cancel requests when the item is available for loan at Macdonald DeWitt, our online databases or an open access resource.

Each lending library establishes its own interlibrary loan policy addressing what items will be loaned and the terms.  Most ILL requests will be filled free of charge.  If a lending library indicates that there will be charges for borrowing their materials, the patron will be informed of the dollar amount and procedure for payment before proceeding with the request. If a request cannot be filled, the patron will be notified via their SUNY Ulster email account.

Patrons should allow 5-7 business days for the requested material to arrive, although requests are often filled more quickly.  Patrons will be notified via their campus email when items are ready to be picked up.

Borrowed materials should be picked up at the circulation desk. Books must be returned to the circulation desk or the book drop.  Electronically sent articles or photocopies become the property of the patron.  If students are registered at the Kingston Center, or are taking an online course and are unable to come to the library, other arrangements for picking up the material can be made.  Patrons should contact the Interlibrary Loan Department to make arrangements at 845-687-5212.

Renewals are granted at the discretion of the owning library.  A 4-week tentative extension will immediately be granted pending the response of the owning library.  If the request is approved, the owning library may approve this extension date or may impose their own.  If denied the material must be returned immediately. Requests to renew materials must be made five (5) days before the due date.  Overdue notices and invoices will be generated by the lending library according to their own policies and procedures. 

Lost items must be paid by the borrower at an amount specified by the lending library which may include the replacement cost of the book and additional processing fees.

Interlibrary loans overdue more than 6 weeks will result in a Registrar hold, preventing students from registering for classes and receiving their grades.

Lending

Many materials in the SUNY Ulster Library collection are available to be loaned to other libraries. Interlibrary loan requests must originate from the borrowing library.  Borrowing libraries must include all contact information, including the title and ILL number of the item.  Materials are loaned for 4 weeks.  One renewal is allowed if the item is not on hold for an Ulster patron.

The following materials are available for lending:  books, DVDs, music CDs.  However, Items that are part of a special collection or display may not be loaned out. We will supply copies of articles up to 25 pages. If the number of pages requested for a scanned chapter of a book are more than 10% of the total number of pages of the book, we will loan the entire book rather than make copies.

SUNY Ulster does not charge for interlibrary loan.

Overdue notices will be issued on the following schedule:

  • Reminder 2 days prior to the due date
  • 1st notice at 7 days overdue
  • 2nd notice at 14 days overdue.
  • 3rd notice at 21 days overdue.

If an item has not been returned after 30 days, an invoice for replacement cost will be issued.  Interlibrary loan privileges may be suspended at this time.  Overdue materials will be denied renewal.