Policy Title: Interlibrary Loan Policy
Policy Number: LP-011
Type of Policy: Library
Last Reviewed Date: May 2025
Next Review Date: July 2028
Responsible Administrator: Rhonda Boozer
Policy Owner: Library
Contact Name: Rhonda Boozer
Contact Title: Interlibrary Loan Coordinator
Contact Email: Library@clayton.edu
Policy Statement:
It is the policy of the Clayton State University Library to collaborate with other
libraries throughout the state and nation to increase the number of unique titles
available to all library users. In addition, it is the policy of the Clayton State
Library to make every effort to locate materials available at other libraries which are needed by currently enrolled students,
faculty or staff of the Clayton State University but which are not available locally in the
Clayton State Library. In a spirit of reciprocity, the Clayton State Library will also loan its materials
to other libraries for the use of their patrons.
Reason for Policy:
The purpose of interlibrary loan services is to provide our patrons with access to materials not found in the Clayton State University Library, and as a resource
for materials from our collection to all eligible requesting libraries.
Policy Scope:
This policy applies to faculty, staff, and currently enrolled students of Clayton State University.
Policy:
The interlibrary loan service is offered only to current Clayton State University students, faculty, and staff. Patrons not currently affiliated with Clayton State are not eligible.
Materials Not Eligible for an Interlibrary Loan Request
Textbooks
Audiovisual materials
Reference Books
Periodicals (copies are provided instead)
Microforms (copies are provided instead)
Reserve Materials
- Processing Time: Dependent upon the difficulty of the request, proximity of the lending library, and the amount of requests to be processed. It usually takes one week to obtain a photocopy and up to two weeks to obtain a book.
- Charges: Borrowers are responsible for any fees, such as photocopy charges, out-of-state book fees, or postage reimbursement, imposed by the lending institution even if material is no longer needed upon arrival. Any charges due must be paid upon receipt of the material.
- Notification: The borrower will be notified when the material arrives. If the material is not picked up within three weeks, it will either be sent back or discarded.
- Delivery: When possible, journal articles will be e-mailed or faxed in response to interlibrary loan requests. Books requested through the interlibrary loan service must be picked up at the Clayton State Library Reference Desk and will not be mailed to students. Students who are unable to come to the Clayton State Library Reference Desk to pick up materials should make an interlibrary loan request for books through their local public library.
- Loan Period: The lending library determines the length of the loan and restrictions concerning the use of the material. Renewals may or may not be granted depending upon the policy of the lending library.
- Overdue Material: Materials, other than photocopies, must be returned to the library on or before the due date. The borrower will be sent weekly email notifications when the material is overdue. If the lending library imposes a fine for the overdue item, payment of that fine is the responsibility of the borrower.
- Lost Materials: If materials become lost, the borrower is responsible for all charges. The lending library determines the charge for the lost material. When an invoice from a lending library is received, the borrower will be sent an email notification containing that invoice. Failure to return or pay for materials may result in a suspension of library privileges. In addition, the borrower may be subject to further penalties under the Clayton State University Student and Employee handbooks, and state laws concerning materials borrowed from public libraries.
Lending Items to another Library
Clayton State University Library will honor requests received through OCLC or ALA
form if the borrowing library is not an OCLC participant.
Materials not Eligible for Loan to another Library
Reference Books
Periodicals (photocopies are provided instead)
Microforms (photocopies are provided instead)
Audiovisual materials by special arrangement only
Reserve Materials
- Copyright Compliance: All interlibrary loan functions shall be directed by and in compliance with the Copyright Law and its guidelines.
- Charges: We lend books and photocopies of journal and newspaper articles at no charge.
- Loan Period: Materials, except photocopies, are loaned for one month. Renewals are granted for another month if the item is not in demand.
- Overdue Materials: When an item is overdue, a notice will be sent requesting the status of the material. If the material is either reported lost or not returned within one month, a bill will be sent to the borrowing library requesting payment. Payment will be determined according to the Library Fines Policy.
- Number of Items Requested: We will only allow five books at a time to go out to the same patron at the library.
Procedures:
- To request an interlibrary loan, the library user must fill out the article request form or book request form, including all information necessary for locating the material to be borrowed or photocopied. Submitting the form indicates that the library user is aware of copyright violations and any charges that may be incurred.
- Items can be picked up at the library information desk.
References/Sources:
Policy History:
| Revision Date | Author | Description |
|---|---|---|
| 06/27/2024 | Library Leadership | Effective date |
| 04/08/2025 | Library Leadership | Reformatted to new template |
