ILL Handbook

Library System Identifiers | Interlibrary Loan Policies | Interlibrary Loan Procedures | Appendix – Copyright Guidelines

Note: Please feel free to contact the SLS Office if:
*You are requesting more than one copy of the same title.
*The title you are looking for cannot be located within our library system.

Library System Identifiers

School Library System

The School Library System is a cooperative library system serving public and non-public school libraries. It provides these libraries with a systematic method for sharing library resources.

• Capital Region BOCES School Library System (CRB SLS) (Albany, Schoharie, Schenectady, Saratoga Counties)
• Hamilton-Fulton-Montgomery BOCES (HFM SLS)
• Questar III SLS (Rensselaer, Columbia, Greene Counties)
• Washington-Saratoga-Warren-Hamilton-Essex (WSWHE SLS)

Capital District Library Council for Reference and Research Resources (CDLC)

The Capital District Library Council is a library system which provides interlibrary loan services to its members. Member libraries are comprised of Greater Capital District area academic (such as FMCC) and special libraries, and public and school library systems. The HFM SLS is a member.

New York State Interlibrary Loan Network (NYSILL)

The New York State Interlibrary Loan Network serves the entire research community of New York State. Serious research (e.g. ERIC documents) requests that cannot be filled through the SLS or CDLC are referred to NYSILL through CDLC. The HFM SLS processes these requests for its membership.

Public Library Systems

A public library system is a cooperative library system serving public libraries in its region. It provides interlibrary loan service to its member public libraries. They are members of CDLC. With point-to-point interlibrary loan, it is no longer necessary to go through system headquarters to borrow from a CDLC member library.

• Mohawk Valley Library System (MVLS) (Schenectady, Schoharie, Fulton, Montgomery Counties)
• Southern Adirondack Library System (SALS) (Washington, Warren, Hamilton, Saratoga Counties)
• Upper Hudson Library System (UHLS) (Albany and Rensselaer Counties)

Interlibrary Loan Policies

A. Definition

An interlibrary loan is a transaction in which materials and copies of materials are made available by one library to another.

B. Purpose

The purpose of interlibrary loan is to provide access to resources not available in the user’s library. An active interlibrary loan program, however, should be no substitute for the development of adequate building collections based on local needs.

C. Scope

The final decision regarding the loan of a resource is left to the discretion of the school library media specialist at the lending library.

1. A print, non-print resource or a copy of a print resource may be requested from another library through the School Library System. (SLS)
2. The following types of resources may not be loaned on a usual basis. However, these items may be available by special agreement. Check with individual libraries for lending policies.
   a. Rare, unique or valuable material which would be difficult or impossible to replace
   b. Bulky or fragile items which would create shipping problems
   c. Resources in demand at the lending library
   d. Reference materials and other resources (videos, DVD’s, Playaways) unless multiple site licenses are purchased or it is listed on SWANK.
3. The loan period will be four weeks unless an alternate period is specified by the
   lending library.
4. The lending library may limit the number of items loaned pertaining to a single subject.
5. All ILL transactions must be sent between borrowing & lending libraries (no materials should be sent directly to patrons).

D. Copyright Compliance

The current copyright law shall be adhered to at all times. (See Appendix)

• Fair use applies, if criteria are met
  • Non-profit
  • Encourages creative expression
  • Small portion is used
  • Does not affect market value
• Three copies may be made if conditions are met to preserve or replace the work and it does not leave the library
• If a library lends a movie, it must be to an HFM member library and must be listed on SWANK

F. Responsibilities of the School Library System

1. The SLS Office will maintain statistics on Interlibrary Loan for state reporting purposes.
2. The SLS Office will issue a Directory of School Library Personnel.

G. Violation of Policy

1. The SLS Director should be notified of violations of this policy.
2. The SLS Office will endeavor to rectify problems or violations of the approved interlibrary loan policy as set forth in this Handbook.

H. Reviewed/Revised

The interlibrary loan policy will be reviewed periodically and revised as set forth in the current SLS Plan of Service.

Interlibrary Loan Procedures

Introduction

This procedures manual expands and clarifies the Interlibrary Loan Policies.

ILL Electronic Etiquette

When using email to place or respond to a person-to-person request, please observe the following:

• In the email subject line type: ILL request.
• Respond promptly to the person making the request as to whether the book will be loaned or not.
• Keep a copy of the request for statistical purposes.

Use HFM SLS listserv or contact the SLS office for a broad subject request only in the HFM system when securing multiple copies or materials for a unit of study

I. Borrowing

ILL transactions may be subject to Copyright restrictions. (See Appendix)
It is the borrower’s responsibility to monitor the number of ordered copies.

A. Request

1. After verifying that the desired material is not in your media center check in the following locations:

• HFM Online Catalog
• HFM SLS Office
• CaDiLaC Online

NOTE: Materials may be held in several locations. Requests should be spread among different holders, not concentrated on a few libraries.

2. Provide the following information as completely as possible.

• Title
• Author
• Call Number
• Your Contact Information

3. Choose the library’s preferred method of contact (i.e. e-mail, phone).

• For In-System check the HFM BOCES SLS Directory of Library Personnel.
• For Out-of-System contact SLS office.

4. Keep a record of all transactions. These will be used for monthly SLS statistics.

Accurate record keeping and statistical reporting are vital to the ongoing evaluation and revision of the interlibrary loan program and process.

• The borrowing and lending libraries are responsible for keeping statistical records of all interlibrary loan transactions. These records must include filled and unfilled requests. Unfilled items are items that are:
  • not received at all
  • not received in a timely manner
  • not available
  • non-lendable
• Monthly Interlibrary Loan Statistics will be collected from each library for reporting purposes.

B. When Materials Arrive

1. Make a record of when material is received and when it is due.
2. Charge the resource out to the patron following your local library procedure.
3. The period of loan may be renewed at the discretion of the lending library. The sender should be contacted prior to the due date.
4. Resources may be recalled by the lending library, if necessary. In such cases the borrower should return item promptly.

C. Return of Materials

1. All materials should be returned promptly. Photocopied materials need not be returned.
2. Material should be inspected prior to return. If item is lost or damaged:

• Responsibility
  • a. Replacement of item, for purposes of this policy, is defined as the actual physical replacement of the lost or destroyed item, via a method mutually agreed upon between the two libraries.
  • b. The lending/borrowing library should be informed as soon as possible of damage or loss.
• Cost
  • a. Replacement cost is defined as current list price of in-print resources.
  • b. For out-of-print resources, an equivalent title may be agreed upon. In such cases, a processing fee may be applied.
• Record date item was returned.

Loaning

A. Filling a Request

Please reply promptly to all ILL requests.

1. If the resource requested is AVAILABLE be sure:
   • School identification is clearly stamped or labeled on the item.
   • Note any serious physical defects (loose binding, ink marks on page 12 and 14, etc.) on the book pocket or other prominent place.
   • Fill out ILL slip and place inside book.
   a. Due date should be computed as four weeks from date of loan.
   b. Consider delivery schedules and school vacation periods.
   • Clearly note any limitations regarding the loan, i.e., restrictions on use.
   • Keep track of ILL transactions for statistical purposes.
   • Securely package, label and send by the courier.
2. When the resource is NOT AVAILABLE:
   • Keep a copy of the request for statistical purposes.
   • Promptly notify requesting library that materials are non-lendable.

B. When Materials Are Returned

1. Check in the resource.
2. Inspect the resource for missing items and for damage. If the resource is damaged, then;
   • Responsibility
   a. Replacement of item, for purposes of this policy, is defined as the actual physical replacement of the lost or destroyed item, via a method mutually agreed upon between the two libraries.
   b. The lending/borrowing library should be informed as soon as possible of damage or loss
   • Costs
   a. Replacement cost is defined as current list price of in-print resources.
   b. For out-of-print resources, an equivalent title may be agreed upon. In such cases, a processing fee may be applied.
3. Record date resource is returned.
4. Record statistics of the transaction.
   Accurate record keeping and statistical reporting are vital to the ongoing evaluation and revision of the interlibrary loan program and process.
   • The borrowing and lending libraries are responsible for keeping statistical records of all interlibrary loan transactions. These records must include filled and unfilled requests. Unfilled items are items that are:
   • not received at all
   • not received in a timely manner
   • not available
   • non-lendableA Monthly Interlibrary Loan Statistics form will be sent to each library. The completed statistics report is due at the SLS Office for collating and reporting purposes.

C. Overdue Resources

Notice of overdue materials shall follow the lending library’s normal procedures.

Revised and Approved: May 2020 by SLS Council

Appendix – Copyright Guidelines

The following is intended to highlight those sections of the Copyright Act which may affect interlibrary loan arrangements. Copyright extends to works of artistic creation:

• Music
• Writing
• Movies
• Computer software
• Architecture
• Visual art
• Dance choreography

Section 107 of the Copyright Act, amended 1992

Limitations on Exclusive Rights: Fair Use

Fair Use promotes freedom of expression by permitting the use of copyright protected works in certain circumstances. Section 107 provides a framework for determining if “fair use” qualifies:

1. The purpose and character of use, including whether the use is of a commercial nature or is for non-profit educational purposes.
   e.g., Tranform from the original work to add something new with a futher purpose or different character is fair use.
2. The nature of the copyrighted work.
   e.g., The degree to which the work encouraged creative expression.
3. The amount of portion used in relation to the copyright work as a whole.
   e.g., If portion of work used is small it is more likely fair use
4. The effect of the use on the potential value market for the work.
   e.g., To what extent the use harms the market for the owner’s original work.

Fair Use Guidelines

PREPARATION OF EDUCATIONAL MULTIMEDIA PROJECTS USING PORTIONS OF COPYRIGHTED WORKS

These uses are subject to the Portion Limitations listed in Section C. They should include proper attribution and citation.

By Students:

Students may incorporate portions of lawfully acquired copyrighted works when producing their own educational multimedia projects for a specific course.

Section 108

Limitations on Exclusive Rights: Reproduction by Libraries and Archives amended 1998 with DMCA
Digital Millennium Copyright Act 1998
Amendments to section 108., 2005

Systematic copying of copyrighted materials is prohibited; however, section 108 permits interlibrary arrangements that do not have, as a result or effect, copying done in such aggregate quantity as to substitute subscription or purchase.

1. Three copies of an unpublished work may be made to preserve the work.
2. Three copies can be made to replace damaged, lost or deteriorated work but only if replacements cannot be purchased for a fair price.
3. Digital copies of these works may be made as long as they remain within the library and are not disseminated to the public.
4. A copyright notice should appear on all copies created or the library should clearly state that the material is copyright protected.
5. Libraries can copy or digitize a work when it’s in the last 20 years of a copyright term. It may not be done for commercial purposes and must be proven a copy could not be purchased at a reasonable price.