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Macdonald DeWitt Library at SUNY Ulster

Policies & Services: Interlibrary Loan

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 Library Delivery Service to ship and receive materials within New York State.  When ELD is not an option, items are shipped via UPS or FedEx. We are unable to participate in resource sharing with international libraries due to budgetary constraints.


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


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 article through interlibrary loan, patrons must be signed in to DiscoverDeWitt with their SUNY Ulster portal login credentials.

To request a physical item (books, DVDs etc.), patrons will first search for the item in the SUNY system through Discover DeWitt.  If the item is not available through SUNY, please email with request details.

We reserve the right to cancel requests when the item is available through Macdonald DeWitt Library collections or as 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 a library book drop.  Electronically sent articles or photocopies become the property of the patron.  If students are registered at the Kingston Center, or 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 or

Renewals are granted at the discretion of the owning library. Most interlibrary loan items can be renewed online by the patron by viewing their Library Card via DiscoverDeWitt. 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. SUNY Ulster students must return all borrowed Interlibrary loan materials by the end of the semester, regardless of the individual lending library's policies.

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.

Unreturned interlibrary loan materials at the end of the semester will result in a Registrar hold, preventing students from registering for classes and receiving their grades.

Unreturned interlibrary loan materials at the end of the semester will result in a Registrar hold, preventing students from registering for 


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.  Most materials are loaned for 16 weeks or 30 days depending on the collection policy.  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. 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.

If an item has not been returned after 120 days, an invoice for replacement cost will be issued.  Interlibrary loan privileges may be suspended at this time.  Overdue materials will be denied renewal.