Learning Resources Services

Interlibrary Loan Borrowing Policy

Purpose:

The purpose of this policy is to establish the principles of requesting materials for a patron from other libraries.

The Interlibrary Loan office (ILL) at St. Cloud State University (SCSU) supports the research of faculty, staff, students, retired faculty and staff, and community patrons by making available materials that either are not part of or are currently unavailable from the SCSU library collection. This borrowing is meant to supplement St. Cloud State University’s resources.

Definitions:

Interlibrary loan – The process by which a library requests materials from, or supplies materials to, another library.

Policy:

ILL will maintain confidentiality of patron requests.

Patrons may request items owned by SCSU but which are currently unavailable (checked out, in repair, missing, etc.).

ILL personnel will attempt to locate materials for which there are no borrowing fees. If a fee is required, the patron will be contacted for approval before the material is ordered. The patron is responsible for paying borrowing fees.

For photocopies or scanned images of articles, ILL complies with U.S copyright law (Title 17, U.S. Code) which limits institutional borrowing (cumulative total borrowing by all users) in one calendar year (January through December) to no more than five (5) articles published within the last five (5) years in one periodical/journal title. Patrons will be notified if ILL is unable to fill a request due to this restriction.

For physical items (books, photocopies, etc.) patrons will be notified by email that the item is available for pickup at the Circulation Desk in Miller Center. It is the patron’s responsibility to go to the Circulation Desk to borrow the item. If the patron does not pick up the item by the end of the loan period, it will be returned to the lending library on the due date. If the patron did not pick up the item and still needs it, another ILL request may be placed.

Loan periods are set by the lending library. Patrons may request one renewal for an interlibrary loan item, but the renewal must be approved by the lending library.

The lending library may impose restrictions on how the material may be used. SCSU patrons are expected to abide by these restrictions.

SCSU does not borrow audiovisual media (VHS, DVD, audio tapes, etc.). ILL is based on reciprocal policies; because SCSU does not lend these audiovisual media, its patrons may not borrow them. Exception: SCSU faculty and staff may borrow VHS from The College of Saint Benedict and Saint John's University.

It is not possible to borrow electronic books or electronic media.

Libraries do not loan the following types of materials:

  • Rare books, manuscripts, or items in special collections
  • Reference materials
  • Fragile or bulky materials

If a patron does not return a borrowed item after two weeks from the due date set by the lending library, the patron will be billed the cost of replacement plus a $10 processing fee. The replacement cost is set by the lending library. The lending library may also assess a charge for any damage to the material. Patrons are responsible for returning the materials in the condition in which it was checked out.

Borrowing Privileges by Patron Type:

Undergraduate Students
Requests are made to libraries within the Minitex (https://www.minitex.umn.edu/Sharing/) region (MN, ND, SD, WI).
Exception: undergraduate students pursuing thesis research may have their privileges extended to graduate student limitations. 
Generally, no borrowing of theses or dissertations.
Cannot provide textbook borrowing for entire semester.
Limit of 25 items may be checked out; this includes ILL items (not including photocopies).

Graduate Students
Requests made first to libraries within the Minitex region (MN, ND, SD, WI) when available, then to libraries in US.
Will attempt to borrow theses or dissertations, although many libraries at universities will not loan dissertations. 
Cannot provide textbook borrowing for entire semester.
Limit of 50 items may be checked out; this includes ILL items (not including photocopies).

Faculty and Staff
Requests made first to libraries within the Minitex region (MN, ND, SD, WI) when available, then to libraries in US.
May not borrow materials to place on Reserve.
Limit of 150 items may be checked out; this includes up to 50 ILL items (not including photocopies).

Community Patrons
Requests made to libraries within the Minitex region (MN, ND, SD, WI).
No requests for genealogical materials.
Limit of 10 items may be checked out; this includes ILL items (not including photocopies).

Approved by LRS Dean’s Advisory Council: November 14, 2012
Last reviewed by LRS PPC: October 25, 2012
Last revised by LRS PPC: October 25, 2012

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