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Interlibrary Loan
Please check our catalog Ignacio for books and the journal finder for articles you need before making a request. Interlibrary Loan requests for items that are available at Gleeson | Geschke will be canceled.
Request Forms
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Frequently Asked Questions
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What is Interlibrary Loan?
What it is: the Interlibrary Loan system (ILL) is based on a general agreement among participating libraries to make certain materials—books, dissertations, journal articles—available to other member libraries upon request. This agreement allows library patrons access to far more materials than any one library could possibly hold. We routinely search the Online Computer Library Center (OCLC) database to locate and borrow materials owned by other US, Canadian and European libraries.
What it isn’t: the Interlibrary Loan system is not an on-demand, overnight document delivery service. If you need this service, try Ingenta, Infotrieve and / or Document Delivery Suppliers, a list of commercial document delivery suppliers.
We try to borrow almost any item that is requested. Be aware that we frequently have trouble borrowing:
- recently published books
- rare or fragile books
- multi-volume sets
- reference books
- theses and dissertations
- conferences and proceedings
- unpublished papers and reports
- bound or single-issue periodicals
- computer software
- audio-visual materials, i.e., videos
Who is eligible?
Currently enrolled USF students, faculty and staff who work or take classes at the San Francisco / Lone Mountain campus may use the ILL service. If you attend classes or work at any of the regional campuses, please go to Distance Learning Services Document Delivery page. If you have faculty proxy status, please review Special Faculty Proxy Procedures.
If you are uncertain as to whether you are entitled to ILL services, please contact the ILL Office at ill@usfca.edu or (415) 422-2660.
How long does it take?
Most items arrive in 2-4 weeks. After this time period, check the current status of your request in Ignacio (see How can I check the status of my request?). Some items are unavailable from our first set of lending libraries and are automatically entered into another request set, unless the deadline has expired or all library sources have been exhausted. Please contact the ILL Office for additional information about your request.
What does it cost?
Charges for interlibrary loan materials are based on what the lending library charges. We always try to obtain materials free of charge. If we are unable to locate a free lender and you haven’t preauthorized charges, you’ll receive a letter from us asking for authorization. Otherwise we continue with a new set of lenders based on your limits.
| Articles |
$5 and up for more difficult-to-obtain journal titles |
| Books |
Most loans are free although some institutions will charge as much as $20 |
| Dissertations |
The average loan charge is $10 to $15 |
| Invoices |
You are invoiced for materials after the ILL Office receives an invoice or monthly statement from the lending library. This may delay your receiving an invoice from 2 to 5 months. |
What is the Copyright Law?
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified condition is that the photocopy or reproduction is not to be used for any purpose other than private study, scholarship, or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright.
What are copyright restrictions?
U.S. Copyright guidelines restrict the photocopying of copyrighted materials. There is an annual limit on the number of current periodical articles we can borrow from each journal title. Requests received after the limit is reached will be returned with instructions to consult the journal at a neighboring library. If the journal is not available locally, you may try to buy the article from a commercial document supplier.
How do I make a request?
Before you make a request
The person making the request needs to check out the interlibrary loan material themselves. Please be sure your circulation records are current.
| Books |
Check Ignacio to see whether or not we own the item you need. If the book is checked out with a due date, or if we do not own it, first try Link+ to request your book. If it is not available in Link+, then you can make an interlibrary loan request.
Have complete and accurate information about the book you need (see Tips on providing complete citations). Publication dates are usually necessary. Keep a record of the source of your information.
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| Dissertations |
Check Ignacio to see whether or not we own the item you need. A partial listing of institutions that do not lend their dissertation includes: Columbia University, Teachers College; Harvard University; Stanford University
See also What does it cost? If you need a dissertation within a few days or want a personal copy, use Dissertation Express.
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| Articles |
Many articles are available in fulltext format online. Check the Journal Finder to see when the fulltext is available in one of our databases.
Check Ignacio to see whether or not we have a print subsription to the journal you need. Periodicals that we own but are not found on the shelves could be checked-out or in the Periodicals reshelving area. Check with the Periodicals staff.Have complete and accurate information about the article you need (see Tips on providing complete citations). Keep a record of the source of your information.
See also What does it cost? If you need articles immediately, please try Ingenta, Infotrieve and / or Document Delivery Suppliers.
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Tips on providing complete citations
Complete citation information speeds things up considerably. The more complete your request, the easier and more likely it is to be filled quickly. Ambiguous, or incomplete requests are returned for clarification, resulting in delays. An interlibrary loan request is asking a favor and the lending library is under no obligation to fill in missing data.
| Articles |
Titles: Many publications have similar or even identical titles so it is important to give complete source, or journal title information. Please provide information exactly as cited. If a complete journal title is cited, do not abbreviate it in your request. If an abbreviated journal title is cited, do not attempt to guess the full title; provide the abbreviation exactly as cited.
ISSN: The ISSN (International Standard Series Number) is the most accurate way to identify a journal.
Volume and issue numbers: These are extremely important for the lending institution. Because there may be dozens of issues in a particular volume, it is important to narrow the search as much as possible.
Publication date and page numbers: These are also important.
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| Books |
Many books have an ISBN; however, this ten digit number applies to a specific edition or binding. Unless a specific edition is required, omitting the ISBN may provide a wider range of options for us to choose from. |
Submitting a request
ILL requests may be submitted in Ignacio, at the links listed below, or by FAX at (415) 422-2233. Please, no phone requests.
For Ignacio forms:
How can I check the status of my request?
Interlibrary loan requests are processed Monday-Friday, with the exception of holidays. Materials can take anywhere from 10 days to 4 weeks to arrive depending on whether or not they can be obtained locally. Allow at least 1-2 days for your online request to appear in your circulation record. To check the status of your online requests, go to the Library Home Page and select View Your Library Record. Choose Interlibrary Loan requests.
Books remain in your circulation record until the item is received, picked up and returned. Journal articles are deleted from your circulation record as soon as they are received and are mailed to your address as it appears in the Circulation Record file. (See also How long does it take?).
How am I notified when items arrive?
| Books and Dissertations |
You are notified by e-mail or phone. Please fill out an "E-Mail Address Update Form" at the Circulation Desk. You must register your e-mail address to ensure notification is sent to the correct e-mail address. Books borrowed for you are held at the Circulation Desk. Please pick them up promptly. The loan period for the book begins when the item is received at the Library, not when you pick up the book. Books not picked up within ten (10) days are returned to the lending library. Any loan charges are your responsibility whether or not the book is picked-up. |
| Articles |
Photocopied articles obtained for you are mailed to the address listed in your Circulation Record. You are not notified about articles since we mail them to you upon reciept. Photocopied articles are yours to keep. |
Be sure to keep your Circulation Record e-mail address, mailing address and phone number current. To update your e-mail address, go to the Circulation Department in Gleeson Library | Geschke Center. To update your local mailing address and phone number, please go to the Registar's Office. Inaccurate information delays article and book arrival notifications.
When is the book or dissertation due?
Each lending library sets its own due date. This means that if you pick up several books on the same day, each one may have a different due date. A blue book band noting your name, date the book is due, ILL transaction number, and any special restriction from the lending library is attached to the front of each book. Please return the book with the blue book band intact. A missing blue book band may cause your Circulation Record not to be cleared properly, and you will be held liable for any overdue / lost books charges.
Can I renew a book or dissertation?
In short, no. The due date is determined by the lending library. If you anticipate needing more time, place a new interlibrary loan request for the same title and return the first copy when it is due. Dissertations and materials received in microfilm/microfiche are generally more difficult to obtain the second time around.
Where do I return books and dissertations?
Please return ILL books and dissertations to the Circulation Desk. If items are returned in the outside book return slot, they must be clearly marked as Interlibrary Loan Materials. You are responsible for lost book replacement charges.
What are the fines and replacement charges?
Books borrowed on interlibrary loan are subject to different loan periods than USF owned materials. Be aware of the different due dates listed on each blue book band. The fine for overdue books is 50 cents per day per item. Charges for lost or damaged materials are individually based on the lending library’s fees, which begin at $130.00.
Students who have unpaid fines are placed on University Hold and do not receive any One Stop Enrollment and Financial Services or Registrar services until their library account is cleared. A borrower is not exempt from any overdue or replacement charges because of a failure to receive a notice from the Library.
How do I contact the Interlibrary Loan Office?
For questions, please provide the following:
- Your name
- Your phone number(s)
- The ILL transaction number, if known
- Brief title (first five words) of book /dissertation/journal
- Your question
Contact options:
- Phone: (415) 422-5385 speak slowly and clearly, please
- Fax: (415) 422-2233
- E-mail: ill@usfca.edu
Every effort is made to respond within one business day. Please try again if you have heard nothing.
Special Faculty Proxy Procedures
Proxies must be sure that the faculty member has a proxy application on file for the specific person assigned as a proxy. Please check with the Circulation Department for the specifics prior to initiating any interlibrary loan requests. To submit an interlibrary loan request, please note:
It is now critical for faculty members to decide whether the request will be submitted with proxy status. Proxy status requests are entered into a patron record location that will permit ONLY the proxy patron to pick up the interlibrary loan materials. Proxy or faculty submitting requests must provide the patron information as shown below in order to be placed in the appropriate file:
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Name:
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proxy last name, i.e. SMITH
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ID No:
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proxy / (faculty’s last name), i.e. PROXY/JORDAN
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Email address:
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faculty’s member e-mail address
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Requests filled out incorrectly are returned to the faculty member. As outlined in the Circulation Department proxy procedures, all notifications regarding the specific transactions are addressed to the faculty member including pick up notices, unclear citations, cost authorization, etc. If there are questions, please contact the Interlibrary Loan Office at (415) 422-5385.
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