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Library Administrative Manual

3.2 Interlibrary Services Policy

I. Scope Of DDS Policy

This policy codifies policy guidelines relating to the borrowing and lending activities of the Interlibrary Services Unit of the J. Paul Leonard Library, San Francisco State University.

The policy addresses five major concerns:

  1. the types of SFSU borrowers eligible for Interlibrary Services (i.e. for whom materials are borrowed from other libraries),
  2. the types of materials that are received from other libraries and the loan terms extended to SFSU borrowers,
  3. the SFSU materials loaned to other libraries on interlibrary loan and the loan terms,
  4. the types of libraries to which materials are sent on interlibrary loan and the charges associated with these lending transactions, and
  5. Electronic and other suppliers of information.

This policy is not intended to be a procedures manual; consequently, no mention is made of routine operating procedures (e.g. means for transmitting DDS requests, use of United Parcel Service, etc.). Procedural considerations are addressed in the unit procedures manual.

II. Availability Of DDS Services

DDS is open weekdays only. When the unit is not staffed, requests may be turned in at the box on the DDS counter and items borrowed from other libraries may be obtained through the Library Loan Desk. DDS items borrowed from other libraries may be returned at the DDS counter book drop at any time the Library is open.

III. SFSU Borrowers Eligible For Interlibrary Services

The categories and qualifications of borrowers used herein correspond to those defined in the 'Library Loan Policy': (adopted: October 6, 1981; revised: August 1992). At present, no fees are assessed to SFSU faculty, staff and students.

  1. Student Borrowers: Undergraduate

    Student borrowers are defined in section 3.1 of the 'Library Loan Policy'. For undergraduate students, continuing education students, or students having the status of post-baccalaureate, but not enrolled in a graduate program, library materials and photocopies or microform copies of periodical articles are obtained on interlibrary loan from CSU libraries and the UC Libraries. Library materials and photocopy or microform copies of periodical articles are not requested from other libraries.

  2. Student Borrowers: Graduate

    For graduate students, library materials and photocopy or microform copies of periodical articles are obtained from CSU libraries, the UC Library system, and, if unavailable from these libraries, from other libraries.

  3. Faculty Borrowers

    Faculty borrowers are defined in section 3.2 of the 'Library Loan Policy'. Emeritus faculty are considered as faculty borrowers. For faculty members, library materials and photocopies or microform copies of periodical articles are obtained on interlibrary loan from CSU libraries, the UC Libraries, and, if unavailable from these libraries, from other libraries.

    Faculty from other campuses (including other CSU campuses) are not accorded interlibrary lending privileges through our DDS service.

  4. Faculty Proxy Borrowers

    Faculty proxy borrowers are defined in section 3.3 of the 'Library Loan Policy'.

  5. Staff Borrowers

    Staff borrowers are defined in section 3.5 of the 'Library Loan Policy'. The DDS services provided to these borrowers are identical to those provided to faculty borrowers.

  6. Special Borrowers

    The various types of special borrowers are defined in section 3.6 of the 'Library Loan Policy'.

    No document delivery service is provided to the following categories of special borrowers: visiting faculty (i.e., not teaching at SFSU) from institutions outside the CSU system, faculty spouses, members of the SFSU Alumni Association, retired SFSU staff, students enrolled in the American Language Institute, or to individuals who are officers or employees of University affiliated organizations (Sutro Library, Diagnostic Center for the Neurologically Handicapped). Document Delivery Service is provided only to two categories of special borrowers: students not currently enrolled who are working on a thesis and students not currently enrolled working on making up incomplete grades. These two types of student special borrowers are accorded the same Interlibrary Services as provided to currently registered students, depending on the undergraduate or graduate status of the individual student.

  7. Friends of the Library Borrowers

    Friends of the Library borrowers and Alumni borrowers of the Library are defined in sections 3.7 of the 'Library Loan Policy'.

    No document delivery service is provided to either class of borrower.

    Although institutional members of the Friends of the Library are ineligible for SFSU interlibrary loan privileges, the special libraries of these institutional members can request SFSU Library materials on interlibrary loan.

  8. Other CSU Campus Borrowers

    Other CSU Campus borrowers are defined in section 3.9 of the 'Library Loan Policy'.

    No interlibrary loan service is provided to other CSU campus borrowers; they are referred to the interlibrary loan unit of the library serving their home campus.

IV. Types Of Materials Borrowed And Loan Terms

  1. Types of Materials Borrowed From Other Libraries

    The Document Delivery Unit borrows library materials not available in the collection of the SFSU Library. Books, photocopies of journal articles, bound volumes of older serials, government documents and reports, theses, doctoral dissertations, music scores, video and audio cassettes, and microforms are borrowed from other libraries through Interlibrary Loan.

    Books that have been declared missing by the Circulation Department after a search has been done may be borrowed through Interlibrary Services; books being reviewed for damage and replacement may also be borrowed. Other categories include: Item is in Bindery; pages missing.

  2. Materials Not Borrowed

    Rare materials, materials designated as 'reference' by other libraries,phonorecords, special collection materials are not borrowed from other libraries.

  3. Loan Terms

    Due dates for items borrowed through Interlibrary Services from other libraries are established by the lending library. We allow one renewal of 2 weeks on all items not specifically stated as being 'Non-Renewable' by the lending library. Requests for the renewal of these items are forwarded to the lending library for approval or rejection. The renewal terms are established by the lending library.

    Items borrowed from other libraries through the Document Delivery Unit must be returned only to the book drop located at the DDS service counter.

    Overdue fees are not assessed to SFSU borrowers for items borrowed from other libraries; however, further DDS service is denied to SFSU borrowers violating DDS borrowing privileges. Such service may be restored when the SFSU borrower has resolved the problem causing the denial of service.

    We, as the borrowing library, take full responsibility for all items borrowed and we have an obligation to see that all items are returned in a timely manner. This includes sending out overdue notices.

    Since the 'National Interlibrary Loan Code' specifies that the borrowing library must reimburse the lending library for losses and damages when an item is damaged or reported lost by an SFSU borrower, the lending library establishes the price charged for repair or replacement. In paying repair and replacement charges, the SFSU borrower must issue a check or money order made payable to the lending library and given to the SFSU DDS unit for sending to the lending library.

    Failure to pay for assessed repair or replacement charges for items borrowed from other libraries on interlibrary loan results in loss of DDS privileges, loss of borrowing privileges in the SFSU library, and eventually, loss of campus-wide services.

V. Materials Loaned And Loan Terms

  1. Materials Loaned

    Materials loaned by Interlibrary Services to other libraries include most general circulating books, music scores, government publications, curriculum materials, video and audio cassettes, and SFSU masters' theses (bound copies). Some items from the de Bellis Collection can be loaned. This is done on a case-to-case basis.

    When a music score with instrumental parts is requested, the music score will be sent along with photocopies of the instrumental parts.

  2. Materials Not Loaned

    Materials that are not loaned to other libraries include circulating books shelved in Archives/Special Collections and Reserve Book Services, Reference books, non-circulating books in other collections (e.g. Atlas, GP, etc.), phonorecords, current unbound periodical volumes, bound periodical volumes, and most categories of microforms. With the permission of the Supervisor, Periodical/Microforms, newspaper backfiles on microform (generally microfilm) will be loaned, but only to other CSU libraries and UC Berkeley.

  3. Loan Terms

    Materials loaned on interlibrary loan to other libraries are loaned for a period of 30 days, with the loan period beginning from the date the material is checked out of the local collection for sending on DDS. One renewal, consisting of 14 days, is given to the borrowing libraries for DDS materials, provided no hold has been placed against the loaned item. DDS materials may not be renewed more than once.

    An item loaned to another library can be recalled for an SFSU user at any time.

    Items loaned to other libraries are not assessed overdue fees. However, 30 days after the final due date, unreturned items will be billed as lost. Items billed or reported lost are the financial obligation of the borrowing library, not the borrowing library's end user; this obligation consists of the current replacement price of the lost item together with the currently established processing fee, but does not include any overdue charges.

  4. Copies Provided

    Copies are provided of periodical articles contained in current unbound or backfile bound volumes. Paper copy exposures are provided for periodical articles, newspaper articles, reports, etc., copied from microform materials.

VI. Lending Materials To Other Libraries

Library materials are loaned by DDS only to other libraries, not directly to the users of these libraries.

Owing to the CSU system-wide support (e.g. CSU Union List, subsidized UPS service) provided by the Chancellor's Office to expedite DDS among the CSU libraries, to the CSU/UC inter-segmental DDS agreement, and the significant roles played by other CSU libraries and the UC Berkeley Library in lending materials to SFSU, lending requests received from other CSU libraries and UC Berkeley are given preferential treatment. No charges for lending books or providing photocopies are assessed to other CSU libraries or to the UC Libraries.

Other academic libraries (e.g. university, college, and community college) throughout the nation and public libraries in California constitute the next priority. No charges for lending books are assessed to these libraries if we have a reciprocal agreement. Charges for photocopying and lending materials are assessed as indicated in the next section.

Public libraries outside California are accorded low priority for Interlibrary Services. Charges for photocopying and lending materials are assessed as indicated in the next section.

Special libraries, inside or outside California, for profit or not-for-profit, are also accorded low priority in lending materials on ILL. Charges for photocopying and lending materials are assessed as indicated in the next section.

VII. Charges Assessed Other Libraries For Interlibrary Services

  1. Fill Charges for Sending Library Materials

    A fill charge is not assessed to the CSU's, the UC libraries, public libraries in California and reciprocal agreement libraries. A fill charge of $10.00 per title supplied is assessed to all other academic libraries in California. A fill charge of $20.00 per title supplied is assessed to special libraries and all out of state institutions.

  2. Photocopying Charges

    To all libraries except CSU libraries, the UC Libraries and reciprocal libraries, a fill charge of $15.00 per article title supplied is assessed for 1-50 prints. A $10.00 charge will be assessed for each increment of 50 prints. This charge includes copying from all formats.

VIII. Table Of Charges Assessed Other Libraries For DDS Items And Copies

Type of Borrowing DDS Items Photocopies
CSU, UC, Reciprocal Libraries No charge No charge
Calif. Academic Libs;
Calif. Public Libs
$10 fill charge No charge $15 fill charge (incl 1-50 prints); $10 for each increment of 50 prints
Out of State Academic,
Out of State Public Libraries,
Special Libraries (inside or outside the state)
$20 fill charge $15 fill charge (incl 1-50 prints); $10 for each increment of 50 prints

Loans/Copies: Accept: OCLC, ALA, Fax

Bill Method: Invoice with item. Loan Period: 4 weeks, Renewal: 2 weeks

Fax Policy: Will accept ALA requests via Fax (2 copies)

IX. Electronic And Other Suppliers Of Information

Although the Library receives the bulk of its off-site documents from reciprocal borrowers, it does maintain accounts with both University Microfilms and NTIS for the few instances where it must pay for service. The charge for these services is borne by the Library.

The Library also makes available CARL's UnCover 2 Interlibrary Services. If an item cannot be supplied by other sources or if a patron wishes to expedite and personally pay, CARL will fax at a cost of approximately $10.00 per item with a 48-hour turnaround time.

Additionally, if patrons need items more quickly than can routinely be accommodated through the Library's DDS, they are referred to a list of commercial suppliers (see attached) who may be able to accommodate their need.

Revised: 8/4/92

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