Definition
Inter library loan is the process by which a library requests materials from or supplies materials to another library.

Purpose
The purpose of inter library loan is to obtain, upon patron request, materials not available in the patron's local library.

Responsibilities of the Requesting Library
The Fairfax Public Library (FPL) will process requests in a timely manner.

The FPL will identify libraries that are able to provide requested material. We will check on policies and procedures for ILL requests from lending libraries prior to sending a request. Examples of material that may fall under special lending policies and procedures are: videos, audiotapes, genealogy material, magazine articles, reference material, etc. The library director
will make decisions about these materials on a case-by-case basis. Primary responsibility for all authorized charges imposed by the lending library is the patron's, with secondary responsibility falling to the FPL.

Patrons will generally bear the charge for any material stipulated by the State Library of Iowa except under special circumstances that will cleared with library administration.

Requests for material not found at any location on SILO (State of Iowa Libraries On-Line) will be processed through the East Central Regional Library.

The FPL will put requests in standard form in accordance with standard protocols of the electronic network or transmission form used.

The FPL will ensure compliance with U.S. copyright laws and accompanying guidelines. Copyright compliance must be determined for each copy request before it is transmitted and a copyright compliance statement must be included on each copy request.  Copyright files should be maintained as directed in the standard guidelines of the Library of Congress and Copyright Clearance Center.

The patron, in conjunction with the FPL, is ultimately responsible for borrowed material, from the time it leaves the lending library until the time it is returned to the lending library.  If damage or loss is incurred, the FPL is responsible for compensation or replacement, in accordance with the preference of the lending library.


The FPL is responsible for honoring due dates and enforcing ALL restrictions specified by the lending library.

The FPL will request a renewal before the material is due when requested by the patron. If the lending library agrees, the renewal will be granted for the same length of time as the original loan.

FPL patrons may ask for a renewal of inter library loan material that may or may not be granted.
If request is not granted and material becomes overdue, a fine will be assessed to the FPL patron until ILL material is returned. ILL material WILL NOT  be eligible for amnesty.
If the lending library charges more for fines than the FPL, that rate will be charged to the patron.

The FPL will make every effort to return material by the date due and respond immediately if the material has been recalled by the lending library.

The FPL will package materials to prevent damage in shipping and comply with any special instructions by the lending library.

The FPL is responsible for following the provisions of this policy. Continued disregard for any provisions may be reason for suspension of the FPL's patron's borrowing privileges by the lending library.

If a FPL patron requests an ILL material, and never picks up the material, FPL will charge the patron $1.50 for all ensuing requests, upon request for an ILL material.  If the patron picks the material up, the money will re returned. If they do not pick their material up, the money will go towards postage to return the unused item. 

Responsibilities of the Lending Library Usually Include:
To establish and maintain an inter library loan policy, make it available in paper and/or electronic format and provide this policy upon request.

To process a request within a reasonable time.

To include a copy of the original request or information sufficient to identify the original request.
To state any conditions and/or restrictions on the use of the material lent, and specify any return
packaging or shipping requirements.

To package material to prevent damage during shipping.

To notify the FPL promptly when unable to fill a request.

To promptly reply to requests for renewal. If the lending library agrees the renewal will be granted for the same length of time as the original request.

To recall materials at any time.

To suspend service to the FPL if the latter fails to comply with the provisions of this policy.

To make clear to the FPL any formal or informal interlibrary loan guidelines that the lending libraries are following.


Written March 2009