UHLS Primary Contact: Anne Myers
(518) 437-9880 x243 or [email protected]
UHLS ILL Website: Interlibrary Loan
Requests:
Books, Articles, and AV materials
Option 1: Libraries in the Capital District: MVLS, SALS, and other CDLC members (The catalog is LiNX, linked from cdlc.org)
To request items directly from other libraries in the Capital District:
- Go to the LiNX log in page. Log in using your library’s username and password, or click on “Create new account” tab to create an account.
- Once you are logged in, you can start searching for items. Enter the title or keyword in the “Search the Catalog” box, or click on “Advanced Search” to add more information (e.g. author, subject, etc.).
- When you find the item you’re looking for on the search results page, click on the title and then click on the blue “Staff Request” button.
- On the subsequent “ILL Request” page, fill in the request details and click “Submit” when finished. You should receive an email confirmation of your request.
- If UHLS handles/processes your library’s ILLs, the requested item will be sent to the UHLS office. It will be assigned a barcode and checked out to the UHLS Hold Shelf Sierra account, and then sent via courier to your library, where your patron can pick up the item and have the item checked out to their Sierra account.
Option 2: Libraries outside the Capital District (OCLC)
To request items from libraries outside our local area (shipping to via UHLS courier; shipping back via USPS, etc. at the member library’s expense):
- Review the UHLS ILL guidelines in the Intranet (See Appendix A) Username: intranet | Password: 28essex
- On the UHLS Interlibrary Loan page (uhls.org→Services→Interlibrary Loan), click on the OCLC Requests link, and select “Request a loan” (for books or AV materials) or “Request a copy” (for articles) at the bottom of the page.
- Complete the form with as much information as you can and submit.
- You will receive an automated response with a copy of your request.
- You will receive an email from UHLS saying your request has been submitted to the owning library.
- If there are no libraries that are able to fulfill the request, UHLS will contact you letting you know that the request could not be filled.
- Renewals are allowed for most books; please email [email protected] to ask for a renewal.
Returns
All loans obtained through OCLC will arrive with a slip of paper from UHLS and, if UHLS handles ILL processing for you, a barcode on orange cardstock. The slip of paper will indicate how to return the material to the owning library.
- Blue slip – return the material to UHLS through delivery
- Gold slip – ship the material back to the owning library itself (corresponds with loan info—see Libraries outside the Capital District via OCLC below)
SALS & MVLS returns:
- Place book in black courier bag or envelope to the attention of UHLS – ILL. Include routing slip with the book indicating the library’s delivery code: SCP, GLE, CHP, JOH etc. (See Appendices B & C for delivery codes)
Capital Region BOCES, WSWHE BOCES, or Questar III returns:
- Put the book in a black courier bag or envelope addressed to UHLS – ILL. Include a routing slip with the name of the school.
Empire Library Delivery Institutions returns:
- Put the book in a black courier bag or envelope addressed to UHLS – ILL. Include a routing slip with the name of the Institution or the three-letter symbol from the ELD roster.
- All ELD locations are listed in this spreadsheet.
Libraries outside the Capital District via OCLC returns:
- Member libraries are responsible for shipping returns back to the owning libraries. Mail the item to the return address included with the loan information (see attached paperwork). Please email [email protected] if you are unsure about the return address.
Appendix A: UHLS Interlibrary Loan (ILL) Guidelines
UHLS Manager: Judith Wines
Questions about OCLC annual fees (if applicable): [email protected]
UHLS Coordinators: Anne Myers and Amy Jeansonne
Questions about VUE operations and ILL requests: [email protected]
Introduction
Interlibrary Loan (ILL) is a service provided to patrons and staff of the Upper Hudson Library System (UHLS). ILL supplements the UHLS library catalog by providing books, AV materials, and periodical articles not available locally in UHLS. UHLS coordinates both borrowing (for patrons and staff of member libraries) and lending (to libraries outside of UHLS).
Interlibrary Loan: Borrowing
ILL borrowing service is used to obtain materials that UHLS member libraries do not own.
- Place requests via the UHLS website (uhls.org→Services→Interlibrary Loan, click on the OCLC Requests link, and at the bottom of the page select “Request a loan” for books or AV materials, or “Request a copy” for articles).
- Borrowing is limited to UHLS patrons and staff.
- Limit: 5 items at a time.
- Copyright laws and lending institution policies and procedures take precedence over UHLS’s guidelines.
- ILL is not a rush delivery service, and requests may take up to 2-4 weeks.
- College and university students seeking to obtain books and articles required or recommended for their coursework and research should use the ILL services provided by their schools.
- UHLS reserves the right to manage the number of requests in light of workflow constraints.
- UHLS has the discretion to determine if any materials are for use only in the library.
- The lending period is determined by the lending library, not UHLS. Patrons will have to follow the loan period of the lending library, which may be different from the member library’s loan period.
UHLS will borrow/acquire:
- Books
- Microfilm
- Microfiche
- Photocopies of journal articles less than 100 pages
- Mass market paperbacks
- Audiovisual materials such as audiobooks, DVDs, and music CDs
UHLS will NOT borrow/acquire:
- Reference or other non-circulating books
- Books less than six months old
- eBooks
Interlibrary Loan Fees
UHLS makes every effort to obtain ILL materials free of charge. If a lending library charges for materials, UHLS will not process the request without consent from the member library whose patron has made the request.
If the lending library imposes a fee to borrow materials, UHLS will inform both the patron and the member library. If the patron agrees to the fee, the patron will submit a check payable to “Upper Hudson Library System” upon checkout of the materials at their home library.
Lost/Damaged/Overdue Items
- It is the responsibility of the member library to pay all fines or replacement costs for materials lost, damaged, or overdue.
- It is the responsibility of the library to return items borrowed via CDLC (Courier) or OCLC (USPS, etc). It is the responsibility of the library to pay for shipping to return books borrowed through OCLC.
Interlibrary Loan: Lending
This service offers materials from UHLS member libraries to libraries outside of UHLS.
Lending requests are accepted through OCLC’s WorldShare interface. Most materials will be loaned for a period of 6 weeks from the time the materials are mailed until the materials are returned. All materials can be renewed unless there is a request on them.
Materials UHLS will NOT lend:
- Reference or other non-circulating books
- Books less than one year old
- eBooks
Lost/Damaged/Overdue/Missing Items
- UHLS will recall materials that are 30 days overdue (in OCLC)
- If there is no response within 14 days of the recall, the materials will be considered lost and UHLS will generate an invoice (in OCLC)
- UHLS will reimburse the member library for the cost of the item
APPENDIX B
Delivery Codes: MVLS
| AMS | Amsterdam Free Library |
| BOR | SCPL Phyllis Bornt Branch |
| CAN | Canajoharie Library & Art Gallery |
| COB | The Community Library (Cobleskill-Richmondville) |
| DUA | SCPL Duane Branch |
| FON | Frothingham Free Library (Fonda) |
| FTH | Fort Hunter Free Library |
| FTP | Fort Plain Free Library |
| GLV | Gloversville Public Library |
| GNV | SCPL Glenville Branch |
| HAM | SCPL Hamilton Hill Branch |
| JOH | Johnstown Public Library |
| MID | Middleburgh Library |
| MTP | SCPL Mont Pleasant Branch |
| NIS | SCPL Niskayuna Branch |
| NOR | Northville Public Library |
| QUA | SCPL Quaker Street Duanesburg Branch |
| ROT | SCPL Rotterdam Branch |
| SCO | SCPL Scotia Branch |
| SCP | Schenectady County Public Library |
| SHO | Schoharie Free Library |
| SHS | Sharon Springs Free Library |
| STJ | Margaret Reaney Memorial Library (St. Johnsville) |
| WOO | SCPL Woodlawn Branch |
APPENDIX C
Delivery Codes: SALS
| ARG | Argyle Free Library |
| BAL | Ballston Spa Public Library |
| BOL | Bolton Free Library |
| BRL | Brant Lake-Horicon Free Public Library |
| BUR | Burnt Hills-Town of Ballston Community Library |
| CAM | Cambridge Public Library |
| CHT | Town of Chester Public Library |
| COR | Corinth Public Library |
| CPH | Clifton Park-Halfmoon Public Library |
| EAS | Easton Library |
| FTE | Fort Edward Free Library |
| GAL | Galway Public Library |
| GLE | Glens Falls – Crandall Public Library |
| GRA | Granville-Pember Public Library and Museum |
| GRN | Greenwich Free Library |
| HUD | Hudson Falls Free Library |
| ILT | Town of Inlet Public Library |
| IND | Town of Indian Lake Public Library |
| JBG | Town of Johnsburg Library |
| LGL | Cornelius Vanderbilt Whitney Long Lake Library |
| LKG | Caldwell – Lake George Library |
| LKP | Town of Lake Pleasant Public Library |
| LUZ | Hadley-Luzerne Public Library |
| MEC | Mechanicville District Public Library |
| RAQ | Raquette Lake Free Library |
| RDL | Round Lake Library |
| SAR | Saratoga Springs Public Library |
| SLM | Salem-Bancroft Public Library |
| STI | Stillwater Free Library |
| STO | Stony Creek Free Library |
| SVL | Schuylerville Public Library |
| WAR | Warrensburg-Richards Library |
| WAT | Waterford Public Library |
| WHI | Whitehall Free Library |