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Interlending & Document Supply

Contents


Introduction

We will try to obtain any item required for University College London research, which is not already held in any of the UCL libraries, and not easily available from any other nearby library to which UCL members have access. (see www.ucl.ac.uk/library/otheraccess.shtml for further information).

Items available at another site of UCL must be collected from the home site, or requested using our Inter-site service.

The Interlending & Document Supply Office (ILDS) deals with interlending requests for the central campus sites: Cruciform, Bartlett, Institute of Archaeology, Main, and Science Libraries.

Other UCL sites deal with their own interlending requests and should be contacted directly if an interlending item is required by UCL members based there.

Items for personal use (i.e. private or leisure, rather than UCL college research) should be obtained via your public library interlending service.

Who can use the service?

Current staff and students of University College London.

External users: London Mathematical Society members; MRC Clinical Trials and Prion Unit members; "writing-up" Ph.D. students.

Non-members of the University are not allowed to use this service and should use the interlending arrangements provided either by their public library, or by their employing/teaching institution.

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How much does it cost?

Each request we make for an item from another library costs UCL at least £12.00. To keep costs manageable and to comply with the UK copyright law, a charge will be made for each successful inter-library loan request.

  • Staff and students of UCL : £3.00
  • Staff of UCLH : £3.00
  • PhD students writing up : £12.00 (full cost)
  • Other users (if permitted) : £12.00 (full cost)
How to request an item

There are two options:

(1) Fill in the online request form

This form can be found via UCL Explore, which is available:

Please note that at present the online request form itself is still part of our old library catalogue system rather than UCL Explore but this does not affect the processing of your requests.

Click on the More option at the top of the UCL Explore page, then click Inter Library Loan. Alternatively the Inter Library Loan option can be found at the bottom of the UCL Explore page. You will need to sign in with your Library barcode (on the back of your ID card) and PIN number. Contact your local Issue Desk if you are not sure what your PIN number is.

Once you have signed in with your Library barcode and PIN number, choose the material type you want to request, either a Book/Conference/Report/Thesis or Journal/Journal article.

Complete a separate request form for each item:

  • multi-volume books, one form per volume;
  • journal articles, one form per article;
  • multi-articles in a journal issue/conference proceedings, one form per issue/conference

(UK copyright law does not allow more than one article to be photocopied from the same bound issue/volume)

(2) Fill in a paper request form:
Request forms are available from the Issue Desks.

Remember to read and sign the copyright declaration if requesting a photocopy. To comply with UK copyright law the details and signature must be of the person who requires the photocopied material.

Complete a separate paper request form for each item required, as detailed above in part (1).

Either hand the completed request form to the Issue Desk staff, or send directly to the ILDS Office, c/o Science Library.

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Thesis request

Many UK PhD theses can be accessed via the British Library Electronic Theses Online Service (EThOS) and researchers can order them direct via http://ethos.bl.uk

Other UK theses (MPhil/MA/MSc) may be available from the awarding university library. If an original thesis is supplied it will be restricted to reference use only in the UCL Science Library.

USA PhD theses pre-2001 may be available as a microfiche copy from the British Library Document Supply Centre. Many American universities will not lend their original copies of theses. If an original thesis is supplied it will be restricted to reference use only in the UCL Science Library. USA PhD theses can be purchased by researchers direct via http://www.proquest.com/en-US/products/dissertations/disexpress.shtml

Theses from other countries may be available from the awarding university libraries. If an original thesis is supplied it will be restricted to reference use only in the UCL Science Library.

University of London (UL) PhD theses may be accessed via the British Library Electronic Theses Online Service (EThOS) and researchers can order direct via http://ethos.bl.uk. Otherwise the original thesis may be consulted at the awarding UL institution library but please note that an appointment may be required prior to visiting.

Copies of University College London PhD and MPhil theses are held by the UCL Library, check http://www.ucl.ac.uk/library/database/theses.shtml for further details.

How many requests can be made?

A limit of twelve ongoing requests, with no limit on the total number of requests can be made. This applies so long as the requester's library record is current, has no outstanding charges and is entitled to use the interlending service.

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How long will it take?

The speed of supply varies greatly, depending on how difficult it is to trace a lending location and on how quickly other libraries respond to our requests. The average delivery time for an article is 3-4 days, a book 1-2 weeks, but some items can take much longer.

Please plan ahead and do not leave requesting material to the last minute. Staff cannot always say, when asked, when a requested item can be expected to arrive.

Status of request/notification

Information about your UCL loans, reservations, cash transactions, and current ILL requests can be found by checking 'My Account' within Explore. You will need your Library barcode (on the back of your ID card) and PIN number to access your details.

In the ILL lists, under the Status box, the current status of the request will be displayed.

A notification will be sent to your UCL e-mail account informing you either of any delays relating to your request, or the arrival of an item for collection

Alternatively, you can contact the staff of the ILDS Office for further information.

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Format

The form and language in which items are supplied are often beyond our control. Articles usually arrive as photocopies (which can be kept). Books can be borrowed. Some material, especially reports and theses may be supplied as microfilm or microfiche. Some rare, valuable, or fragile items are lent on condition that they are used in the Library only. This restricted access material is available for consultation only in the Science Library.

How do I know when it has arrived?

By checking 'My Account' within Explore. Information about your UCL loans, reservations, cash transactions and ILL requests can be found in this way. You will need your Library barcode (on the back of your ID card) and PIN number to access your details.

If an inter-library loan paper request form has been submitted

  • A loan will be put aside at the Science Assistance Desk for collection and a notification will be sent to your UCL e-mail account.
  • An item supplied as a photocopy
    Photocopies will be put aside for collection from the Science Assistance Desk and a notification will be sent to your UCL e-mail account.

If an inter-library loan pre-paid paper request form has been submitted

  • A loan will be put aside at the Science Assistance Desk for collection and a notification will be sent to your UCL e-mail account.
  • An item supplied as a photocopy
    Photocopies can either be collected from the Science Assistance Desk, or sent to your departmental address.

If an online request form has been submitted

  • A loan or photocopy will be put aside for collection from the Science Assistance Desk and a notification will be sent to your UCL email account.

The £3.00 ILL charge has to be paid on collection. For further details see the How to pay section.
NB You will still be liable for the £3.00 ILL charge if the item has been received, but you no longer require the item.

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Can I borrow the item?

Most items may be borrowed, but some rare or valuable items may be consulted only.

A borrowable inter-library loan, when issued, will be included in the total borrowing limit.

Reference items can only be consulted whilst the Science Assistance Desk is open and must be returned to the Issue Desk after each consultation before the Issue Desk closes. Check the opening times for the Science Assistance Desk at http://www.ucl.ac.uk/library/science.shtml.

Requests supplied as a photocopy are usually for retention.

How to pay/pre-paid option

Interlending charges will be added to the requester's library record on receipt of the requested item, unless the request had been pre-paid.

Payment should be made by cash/cheque/credit card at the Assistance/Issue Desks. For payments by Inter-Departmental Transfer (IDT) please speak to your Departmental Administrator.

Individual pre-paid forms are available from the Science Issue Desk. Bulk orders are available upon application to the Interlending & Document Supply Office, payment to be made by IDT. Please speak to your departmental administrator for further information on an IDT.
NB No cash refund can be made for an unsuccessful pre-paid request: a replacement pre-paid form will be issued as a refund.

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Renewals

In certain circumstances the period for which an item has been lent to us can be extended. Requests for renewals must be made to the ILDS Office three to four days before the item is due for return; however, renewals are not always granted by the lending library.
A £3.00 additional charge may be incurred.

Return of materials/fines

Loanable items must be returned on time to the Science Assistance Desk. Items must not be returned in the Book Return.

The British Library Document Supply Centre imposes a heavy charge for lost items, or items returned late. If such charges are incurred they will be passed on to the applicant.

Fines are charged on interlending items in the same way and at the same rate as standard loans from UCL Library.

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Cancelling a request

Once an inter-library loan request has been processed it may not always be possible to cancel, therefore, please inform the ILDS Office as soon as a request is no longer required.

If we are unable to cancel the request, due to the item already having been sent by the supplying library, then the ILL charge will have to be paid, as the UCL Library will already have paid for the supplied request.

If the ILDS Office is able to cancel the request the ILL Status will be amended to Cancelled.

The ILDS Office will cancel requests to the ILL Status Cancelled, when an item requested is held in one of the UCL central campus site libraries; is held locally; if the supplier has replied the item requested is unavailable.

Interlending contacts and enquiries

Address: Interlending & Document Supply Office,
Room 303,
3rd Floor,
Science Library

Head of Interlending: Lesley Bugden
Internal telephone: 37794
External: 020 7679 7794
Interlending e-mail: interloans@ucl.ac.uk
Interlending fax: 020 7813 2815

The Interlending & Document Supply Office (ILDS) deals with interlending requests for the central campus sites: Cruciform, Bartlett, Institute of Archaeology, Main, and Science Libraries.

For other library sites, please contact the relevant site directly.

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Last modified 03 May 2013

 
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