Bypass navigation bar Search Home

Navigate Up
Sign In

Interlibrary and Intercollege Loan Policy

 

Guidelines for Interlibrary and Intercollege Loans


Purpose

The purpose of interlibrary and intercollege loans is to expand the range of materials available to library users. It should be in addition to, not a substitute for, a collection development program that is based on the needs of the library's service area. When resources within the library have been exhausted and requests for loans have been made, the following guidelines shall be enforced. These guidelines are based upon the National Interlibrary Loan Code for the United States, 2001, which is endorsed by the American Library Association and the AMIGOS Interlibrary Loan Code.


Definition


An interlibrary/intercollege loan is a transaction in which library material, or a copy of the material, is made available by one library to another upon request.


Lending Library: Colleges of Dallas County Community College District

A. Qualified Borrowers

Our libraries will lend material to the following types of libraries:

  • Libraries of the colleges of DCCCD 
  • College and university libraries
  • Public and private school libraries
  • Special libraries

Requests for materials will be accepted electronically, via mail, or in person through hand-carried interlibrary loan forms completed by the requesting library.

B. Types of Materials

The libraries will lend any item which normally circulates, with the following exceptions:

  • Rare or valuable material
  • Fragile material that may be easily damaged by transport, such as recordings
  • Material in high demand
  • Material with local circulation restrictions, such as reserve
  • Unique material which would be difficult to replace
  • Newly acquired materials
  • Newly published materials

Copies of portions of reference materials and periodicals may also be provided.

Each library reserves the right to determine whether a particular item should or should not be loaned, and whether the original or a copy should be provided.

C. Responsibility

As the lending library, each library will be responsible for:

  • Processing requests promptly
  • Notifying the borrowing library when unable to fill requests and stating the reason for not loaning the materials.  
  • Retaining the right of deciding whether or not to loan the material or honor telephone requests
  • Surveying each item for damages before the material is sent to the borrowing library. Damages, if any, should be noted and the borrowing library informed of the same. 
  • Obtaining the proper identification in cases where the request is hand-carried

The borrowing library will be responsible for:

  • Providing the resources necessary to meet the ordinary needs and interests of its users
  • Exhausting its own resources before resorting to interlibrary/intercollege loans
  • Complying with the Copyright Law (Title 17, U. S. Code) and its accompanying guidelines and informing its users of the applicable portions of the law
  • Surveying each item for damages before giving the material to the requestor. Any damages noted will be promptly reported to the lending library.
  • Ensuring the safety of interlibrary/intercollege loan items from the time the material leaves the lending library until it is returned to the same. If damage or loss occurs, the borrowing library must meet all costs of repair or replacement in accordance with the preference of the lending library.
  • Informing the requestor of all charges incurred for photocopied items. The borrowing library must meet all costs for photocopying, except when previous agreements exist.
  • Supplying all the information required to process the request, whether the request is sent by mail or via the telephone or is hand-carried. The borrowing library is responsible for verifying the information on the form before sending the request to the lending library.
  • Our libraries need to verify the following information: 
    • The patron is currently enrolled in a class at a college of DCCCD or employed by DCCCD.
    • The patron does not have 10 or more items charged against his/her record at the time the request is made or when the item is given to the borrower.
    • The patron does not have items charged against his/her record that are overdue at the time the request is made or when the item is given to the borrower.

D. Duration of Loans

  • The duration of loan will be determined by the lending library.
  • The lending library retains the right to decide whether the loan period will be extended.
  • Interlibrary/intercollege loan materials should be returned promptly.
  • All intercollege loans can be renewed once, if the material is not on hold for another person. Our libraries can do so automatically and notify the lending library promptly. 

In either case, longer loan periods must be approved by the lending library.

E. Retrieval Responsibilities

The borrowing library is responsible for retrieving the material from the patron and returning it to the lending library on or before the due date. All overdue material is the responsibility of the borrowing library.

F. Charges

  • The borrowing library should be prepared to assume costs for lost and damaged materials and any other costs not included by these guidelines.
  • The borrowing library is responsible for meeting charges incurred for photocopying when the material is available at the borrowing library.
  • The libraries will not charge (except for profit information services libraries):
    • Fees for handling interlibrary loan requests
    • Postage or other transportation charges
    • Photocopying when materials are not available at the borrowing library
    • Insurance
  • All of our libraries will charge for lost or damaged books as follows:
    • The replacement price of the lost or irreparably damaged book will be the current replacement price or the DCCCD set price.
    • Binding charges for damaged books that can be repaired
    • Binding charges for materials that can be replaced only by paperback copies
    • Processing charges

Borrowing Library: Colleges of Dallas County Community College District

A. Qualified Borrowers

The libraries will borrow materials and/or request photocopies for their patrons only. These include students currently enrolled in classes at any DCCCD college and the faculty and staff of the Dallas County Community College District.

B. Types of Materials

The libraries will attempt to borrow any item which normally circulates, with the following exceptions:

  • Textbooks and other required course material
  • Rare or valuable material
  • Material in high demand
  • Material with circulation restrictions, such as reference, reserves and genealogy
  • Newly published material

C. Responsibility

As the borrowing library, our libraries will be responsible for:

  • Providing the resources necessary to meet the ordinary needs and interest of its users
  • Exhausting their own resources before resorting to interlibrary/intercollege loans
  • Complying with the Copyright Law (Title 17 U. S. Code) and its accompanying guidelines and informing its users of the applicable portions of the law
  • Surveying each item for damages before giving it to the requestor. Any damages noted will be promptly reported to the lending library.
  • Ensuring the safety of interlibrary/intercollege loan items from the time the material leaves the lending library until it is returned to the same. If damage or loss occurs, the borrowing library will meet all costs of repair or replacement in accordance with the preference of the lending library by passing the charges on to the requestor.
  • Informing the requestor of all charges incurred for photocopied items. The requestor will meet all costs for photocopying.
  • Supplying and verifying all the information required to process the request, whether the request is sent electronically by mail, over the phone, or is hand-carried.
  • Verifying the following facts:          
    • The requestor is either currently enrolled in classes at a college of DCCCD or is employed by the Dallas County Community College District.
    • The patron does not have 10 or more items charged against his/her record at the time the request is made or when the item is given to the borrower.
    • The patron does not have items charged against his/her record that are overdue at the time the request is made or when the item is given to the borrower.

D. Duration of Loan

As the borrowing library, our libraries are responsible for retrieving the material from the patron for return to the lending library. All overdue material is the responsibility of the borrowing library.

E. Charges

  • The patron requesting the material should be prepared to assume costs for lost or damaged materials and any other costs not excluded within these guidelines.
  • The patron is responsible for meeting all charges incurred for photocopying the requested material.
  • The borrowing library is responsible for forwarding the payment from the patron to the lending library.

Effective Date: Oct. 21, 2009
Revised: Sept. 28, 2009