Interlibrary Use Policies & Procedures

Interlibrary Use Program

The ARCHE Interlibrary Use policy allows faculty, staff and students of member institutions to borrow from the collections of other ARCHE libraries to supplement the resources of their own library. Permission to borrow from another library is a privilege granted by the home library for a specific period of time, for a specific purpose.

The policy does not encourage borrowing materials from another library merely for convenience. Requests for Interlibrary Use are reviewed on a case-by-case basis by the home library. Each library is expected to meet the normal demands of its patrons and reserves the right to establish its own regulations governing the use and circulation of materials.

Member Institutions Authorized to Issue Interlibrary Use Cards*

Campus Contacts

Procedures for Issuing ILU Cards

1. An ILU card may be issued by authorized staff of an ARCHE member institution to faculty, staff, and students in good standing. Also, an ILU card may be issued by authorized staff of the University System Board of Regents to professional members of the Board staff in good standing. A patron in good standing may be defined as both currently valid and with no blocks, or as defined by the home institution. Final determination on issuing or denying cards will be made by the home library.
2. Whenever practical, library staff at the home institution library should determine that the materials the patron desires are among the holdings of the library to which the patron is being sent.
3. Before A card shall be designated for use in one library or library system only.  When a user has a reason for borrowing books from more than one institution, he/she may be given a card for each library.

Duration

1. A student card may be issued for a limited time but may not exceed the last day of classes for the term in which it is issued.
2. A faculty card shall expire at the end of the time needed for a particular study but not more than twelve months from the date of issuance. Cards for part-time faculty should expire on the last day of classes for the term in which they are issued.
3. The ARCHE ILU card expires at midnight of the expiration date. The lending institution’s standard loan period applies as long as the ILU card is valid, and may extend beyond the card’s expiration date.

Borrower's Identification

1. When charging out materials from another library, a student must show his/her current student ID card, including a picture ID, when presenting the ILU card.
2. A faculty or staff member must show his/her current ID card, including a picture ID, when presenting the ILU card. If an institution does not issue ID cards to its faculty or staff, the borrower must present sufficient proof of identity, including a picture ID.
3. ILU cards are issued to individuals and are not transferable.

Individual Library Regulations

1. Each library reserves the right to establish its own rules and regulations governing the use and circulation of materials. This may include limiting the number of volumes that can be charged out and/or restricting the use of certain materials.
2. Each borrower shall be responsible for identifying and observing the rules and regulations of the visited library.
3. Faculty members are not entitled to special privileges or extended loan periods at other institutions.

Abuse of Interlibrary Use Privileges

Obligations of the Lending Institution:

1. The borrower and the home institution shall be notified of outstanding obligations (including unpaid fines, overdue materials or unreturned recalled materials) according to the lending institution’s notification cycle and billing process.
2. Final notification of outstanding invoices shall be sent to the home institution.
3. When a borrower satisfies obligations at a lending institution, he/she will receive documentation to present to the home institution or the lending institution will notify the home library.

Obligations of the Home Institution:

1. Upon receipt of the first invoice, the home institution should restrict borrowing privileges, block registration, hold transcripts and/or block graduation of the delinquent borrower. Additionally, the home institution should apply standard procedures for reimbursement, or return, of overdue or damaged materials.
2. Upon receipt of the final invoice, the home institution will make a last attempt to secure return of materials or reimbursement.
3. The home institution will reimburse the lending institution for all costs (minus fines) within three months of receiving the final invoice.