What is Interlibrary Loan?

Interlibrary Loan, or ILL, is a service library customers may use to gain access to materials (libraries in the 48 contiguous states only) which cannot be found in the CLEVNET Consortium. 

How are ILL requests different from regular requests?

A regular library request can be initiated by the customer via phone, the internet, or in person at the library.  ILL requests must be made with a written form.  Please make sure no CLEVNET library owns the material before requesting it through ILL.  Only under special circumstances will we request an item that is already owned by a CLEVNET library.

Can anyone use ILL?

Yes! Any customer with a current, valid Greater Access card, in good standing, can use ILL.  Update your library record, if necessary, before placing your request.

What types of items are available through ILL?

CDs, books, microfilm, copies, and more are just a request away!  It is important to note, however, that although the ILL Department will try to acquire all items requested, the owning library can decline a request.  Be assured that we try our best to get all requests for all customers, but we cannot guarantee a reserve for a request will be granted. The following is a list of items that may be difficult to obtain: 

• Audiovisual materials, such as videos, CDs, DVDs, and CD-ROMs
• Genealogy materials
• Graphic Novels
• Microfilm/Microfiche
• Old, rare, or fragile materials
• Reference materials, such as dictionaries and encyclopedias
• Rosetta Stone or other foreign language programs/software
• Textbooks
• Theses

The following is a list of items that cannot be obtained:

• Any material with recent publication dates (the current and previous year)
• Computer files
• Entire journal issues or volumes
• LPs and audiocassettes
• Materials held in Rare Books or Special Collections departments
• Materials that are over a hundred years old

How are requests placed?

Ask any Reference librarian for an ILL request form.  Simply fill out the form, accurately and completely.  Give the form back to the librarian and they will send it to the ILL department.

How long does the request process take?

ILL requests and processing can take anywhere from two to six weeks from beginning to end.  Turnaround is faster if the requested item is available at multiple locations and depending on the owning library’s proximity to the Heights library system.  There also may be times when a request must be submitted more than once.

What is the procedure for processing ILL materials?

ILL materials are received in the ILL Department, where they are processed.  Once all items have been accounted for and recorded, ILL staff will charge the material(s) out to the appropriate customer.  Yes, ILL materials are checked out to the customer before pick up.

How do customers know when an ILL request is ready for pick up?

After a request has been fully processed, the ILL Department will contact customers either via phone or e-mail.  The requested item(s) will be ready for pick up at the Customer Service desk of the location listed on the ILL request form.

Do ILL items have the same due date as all other library materials?

No.  Due dates are determined by the library that lends us the material. Items may be checked out for different amounts of time, from one week to four weeks; it depends on what date the stated by the owning library.  Unfortunately, there are no renewals of ILL materials, therefore if material is needed for more time, simply re-submit a request for that material.  It is important to return all ILL items either before or on the due date listed on the receipt.

What happens if ILL material is not returned by the due date?

Within a few days of the original due date, you will receive a phone call or e-mail regarding the overdue item(s). Failure to return overdue ILL material by the adjusted due date will result in a barred status for your library card; your card will not be able to be used until the ILL material has been returned.

What if a requested item is no longer needed?

If you find that the process is taking too long or that you no longer need the desired material, notify the ILL Department so that the request can be suspended.

What are “Unfilled Requests”?

There may be times when a request is denied.  Those requests are called “Unfilled Requests”.  When a request for an item cannot be filled, the customer will be notified via e-mail or traditional mail.  The form the customer receives will list information about the requested material, including why the request was denied.