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InterLibrary Loan (ILL) Policy

The InterLibrary Loan Department provides eligible users access to materials unavailable in the Clarion University Libraries' collections.

Contact Information:

Carlson Library
     Ginger McGiffin   814-393-2481 

Suhr Library
     Brenda Sturtz 814-676-6591 Ext.1244

Who may use Interlibrary Loan?
InterLibrary Loan services are provided to Clarion University students, staff, faculty, administrators, and retired faculty. Others should read the InterLibrary Loan (ILL) Community User Policy.

Is there a charge for the service?
There usually is no charge to the user for InterLibrary Loan services. However, should either high copyright fees or charges from lending libraries exceed library budget limits, the patron will be contacted to determine if they would be willing to cover the costs or would prefer that the request be cancelled.

What types of materials are available via interlibrary loan?
Books and journal articles are the most frequently requested items and in most cases can be located and are available for loan from other libraries.


*The Pennsylvania InterLibrary Loan Code guidelines limit types of materials that libraries may request on behalf of their patrons. The following types of materials are generally not lent by other libraries:

  • Bestsellers

  • Just published titles

  • Multiple copies of the same title

  • Course textbooks or other course materials

  • More than five articles from five different journal issues published within the past five years

  • More than two articles from the same issue of the same journal title

 * Lending policies of other libraries also may severely limit availability of some types of resources.  The InterLibrary Loan department will attempt to secure these types of materials, but may have limited success with:

  • Dissertations and master's theses

  • Videos and Films

  • Archival materials, Manuscripts, or early imprints (titles published prior to 1900)

What is the best way to request materials via the InterLibrary Loan service?

There are two types of InterLibrary Loan services. The first, E-Z Borrow, is for books only. Users are encouraged to try this service first since the small group of cooperating library suppliers can normally process requests more quickly. If the needed book is not available via E-Z Borrow or other materials, such as, journal articles or dissertations are needed, use the ILLiad service.

A.  What is E-Z Borrow?

E-Z Borrow is a borrowing system encompassing over 70 academic libraries in Pennsylvania, West Virginia, and New Jersey.  It can only be used to request book titles.  Users search and make requests themselves.  When the item arrives the user will be notified via e-mail and the item will be placed on hold at the Circulation Desk of the user's respective library.  This service can only be used by on campus students; Distance Education students must use ILLiad.  The response time for these requests is generally one week.

B.  What is ILLiad?

ILLiad is a system that allows the user to make a request for articles, chapters, books, media, dissertations, and more.  Interlibrary Loan staff will review the request and will order the material from appropriate libraries across Pennsylvania and the United States.  When the item arrives the user will be notified via e-mail of its arrival.  The response time for these requests depends on if the request can be filled within Pennsylvania or a neighboring state, and the popularity/rarity of the item.  Generally, these requests are filled within 2-5 days.  However, items of a rare nature can take up to two weeks or more. 

If the material requested is a loan, for on campus students the item will be placed on hold at the Circulation Desk at the user's respective campus; for Distance Education students the item will be sent via Priority Mail. 

If an article is requested, it will be delivered electronically in PDF format to the user's ILLiad account.  The user must then log onto ILLiad from the Library's Homepage to view the article. The article can be printed or saved to disc, desktop, etc.  After 90 days, the PDF will be deleted from ILLiad and the user will no longer be able to access it.

ILLiad also provides the feature of allowing Distance Education patrons to order materials from the Libraries' collections and having those items either Priority Mailed to their address, or electronically scanned to their ILLiad Account. The response time for these requests is 24-48 hours plus the delivery time for Priority Mail (3-5 days).

ILLiad also allows for the ordering and delivering of materials between the two campuses. Community users who are not members of the Friends of the Library will need to consult Interlibrary Loan staff for this service.  The response time for these requests is generally 3 days.

What is the loan period for InterLibrary Loan materials?
Loan periods for interlibrary loan items vary. Typically items are available to persons making a request for 28 days after arrival and if the item is picked up promptly. This may be subject to change on an item by item basis and is a result of the policy of the lending institution.

Is there a limit on the number of requests that may be submitted?
While there is no limit on the number of requests that students, faculty, and staff, administrators, and retired faculty may submit, there may be times when department workload may make timely response difficult. Community users registered for InterLibrary Loan Services are limited to ten requests per month. It is always advisable to submit requests well in advance of project due dates and to note any requests that are of greatest priority to your research project.

Where should I return materials?

  • Articles do not need to be returned.

  • Other loans should be returned to the Libraries' Circulation Desk (Carlson or Suhr Library) before - or on - the due date provided.

  • Distance Education students may return materials via mail at their own cost. A return address label is provided with the loan. Please mail items before the due date, so that the item reaches the respective library on time.

What costs are incurred for overdue or lost materials?

An overdue fine of $24.50 will be applied to the patron's account when the item is considered to be thirty (30) days late.  After sixty (60) days, the item will be considered lost and a replacement fee for the item will be added to the patron's account. A bill for replacement fees and overdue fees will then be issued. 

Patrons will receive overdue notices. After the third notice, the patron will be blocked from further ILL requests until the fine has been paid in full and the item has been returned (or paid for if lost or damaged).

Lost Item Processing Fees and Replacement Cost:
An item is declared "lost" when it is sixty (60) days overdue. The patron will be charged $24.50 in overdue fees as well as the appropriate replacement cost for the lost or damaged materials. Those charges will vary and are contingent upon the lending library.

What are the user's responsibilities?

  • Honor the due date for borrowed materials and return materials on time to avoid fines. Materials need to be returned by or before the due date given.

  • Request a renewal (if needed) well in advance of the due date. If so, both E-Z Borrow and ILLiad systems provide a link for users to request renewals. (Please keep in mind that if materials have been requested by others or if the end of a term is approaching a renewal may not be approved). If a title cannot be renewed, users are responsible for returning materials by the due date to avoid fines.

  • Return materials as requested if recalled by the library.

  • Pay costs and processing fees for lost materials.

Please note:  ILL Privileges will be suspended until the end of the semester if a patron abuses the system and if more than one book is billed for replacement. 

The Clarion University of PA Libraries reserves the right to refuse ILL service to any patron who does not follow Interlibrary Loan Policy.

Last Updated: September, 2013
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