'Library-Use-Only' Materials Borrowed through ILLiad

Occasionally when we borrow certain materials on interlibrary loan, the lender libraries will specify an 'In-Library Use Only' restriction on their use. This most often applies in the case of rare or fragile items, microfilms, autio-visual materials, or journal volumes -- and it is completely the lender's prerogative to do so. Often, it is a condition upon which they will agree to loan their materials at all. Some libraries will let us know beforehand, and if there is no other option, we usually accept this stipulation.

For example, the collections of the Library of Congress are entirely for in-house use when visitors request items from them on-site. Likewise, when they agree to loan any of their materials out on interlibrary loan they expect the same treatment of these items while used at borrower locations. The Archives of American Art and the National Diet Library of Japan also specify this same requirement for any and all loans. Other lenders may require this only for certain items or specific material types, most often when items are in poor condition but can still be handled carefully.

In order for us to respect the lenders' conditions, we ask patrons for whom any such items have been borrowed not to use them outside of the Kelvin Smith Library. When you receive an e-mail notification that materials have arrived for pick-up, you will see a line in the text 'Must this item remain in the library building? Yes', indicating a library-use item. When you come to the library to use the material for the first time, we still expect you to sign and date the checkout slip that accompanies it (and show a valid ID card) as with all other ILLiad loans, even though your are not actually taking it outside the library. This is so that we can update the status of the request transaction properly in our ILL database.

We also provide a usage signout sheet accompanying the item(s), in the manner of reserve checkout, on which you may indicate your in-library usage record -- specifying the date and time when taken from the circulation desk and when returned. There is room for up to six uses on the slip, but you may note down more times on the blank side as needed -- this is not an attempt to limit your usage, just a matter of space constraints.

Whenever you sign out the item for use within the library, mark the 'Out' lines and return the slip to a staff member at the main desk; it will be held there until you complete your usage period. When you are finished, turn in the item to the desk and fill in the 'In' lines on the slip, and let staff know if you still require it in the future. You may repeat this as many times as you need until the material reaches its due date. Once you are completely finished using it, check off the 'RETURNED' box, and let the desk staff know that it may be sent back. Otherwise, it will be returned to the hold shelf, accompanied by the library-use slip, until you need it again or until it reaches the due date.

Please note that if you leave Library-Use-Only items at the desk, they are still checked out to you through ILLiad, and you may begin receiving e-mail notices once they need to be returned. In some cases, you may have the option to request a renewal -- see my 'Requesting Renewals in ILLiad' entry from September 2008 for more on this. If you receive such a notice, and have determined you no longer need the material, please reply to the e-mail, indicating this is the case; ILL staff will then pull the loaned material from the hold shelf and send it back to the lender library.

By observing lenders' policies, we maintain favorable relations, and can expect agreeable service from them in future instances. If we show evidence of not respecting their restrictions, we risk damaging our relations with them as well as forfeiting their future consideration. We appreciate your co-operation in the appropriate handling and usage of the materials we obtain on your behalf, as it may effectively impact upon the quality of service we can subsequently provide.


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