Archives for the Month of May 2010 on Carl's ILLiad Blog

Requesting Specific Editions & New Books on ILL

Whenever you submit an interlibrary loan request you may notice in the request forms for Books, Book Chapters, and Reports that you have the option of indicating the specific edition that is relevant or appropriate to your original citation. In the case of Books and Reports, you will also note the selection marked 'Will you accept an alternate edition of this item?' with the options 'No' and 'Yes' (default). The 'No' vs. 'Yes' option is not included in the Book Chapter request form because an edition other than that originally cited may or may not include the chapter referenced, or the chapter may not be found at the same pages cited due to revision. Indicating a specific edition is also not included for Thesis requests, as it is essentially irrelevant to that loan type and is synonymous with the year. In the case of Other (Misc. Loan) form, edition (if even applicable) can be noted in the body of the Citation text field.

When you have the option to indicate an edition, it should normally be indicated as '1st', '2nd', '3rd', etc., or 'rev.' (revised), 'instructor', 'student', etc. The year of publication should be indicated in its own appropriate field on the request form and not in the 'Edition' field. If you do indicate a specific edition, and you leave the alternate edition option at 'Yes', we will first attempt to borrow the specified edition and only request an alternate once those available appear to be exhausted. If you instead indicate 'No', we will terminate the request once we exhaust the possible available copies of the specified edition and send you an appropriate cancellation notice; you will always have the option to re-submit the request with a change of the setting to 'Yes' instead. If you have not indicated a specific edition, we will assume that we can request the most recent edition of which there appear to be the most copies available for borrowing. Please remember that if you do not specify a particular edition, you cannot indicate 'No' as an option for accepting alternate editions. Also, if you omit an entry in the 'Edition' field, but do specify an ISBN, we will assume that the specific edition you require is already implied.

In the case of requesting newly published books or the newest editions of books (when not indicating that you will accept an alternate edition), we will try our best to borrow the one you specifically need, but there is always the possibility that no copies may be available for borrowing through interlibrary loan. You may have checked holdings listed in OCLC WorldCat records, but often these refer only to copies that are currently on order at their respective locations or copies specially ordered that have already been charged out to their local requestor immediately after cataloguing. Where very new titles or editions are concerned, it can be expected that your ILL request may become cancelled due to the current lack of available copies in the collective library holdings pool. The cancellation notice you receive will normally contain a message suggesting that you re-submit your request in 2-3 months (which is a reasonable period under such circumstances, as it allows more locations to order and obtain additional copies) or that you submit a 'Suggest a Purchase' request to our library's Acquistions Department. This option (as budgetary resources allow) will result in the future permanent availability of such a title within the KSL collections, allowing more flexible loan and renewal policies than for one borrowed through ILL. Suggesting a purchase often is a preferable initial option to requesting an interlibrary loan, as it helps build our own collection, and contributes to our holdings better reflecting the research needs of our university community.