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Interlending & Document Supply

Information on how to acquire items required for UCL research that we do not already hold in any UCL libraries.

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.

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

Requesting an item

The Interlending & Document Supply Office (ILDS) deals with interlending requests for the central campus sites:

  • UCL Bartlett Library,
  • UCL Cruciform Hub,
  • UCL Institute of Archaeology Library,
  • UCL Main Library,
  • UCL Science Library

Requests can be made as follows:

  • Sign-in to our Explore service
  • Choose ... from the top menu
  • Select 'INTER LIBRARY LOAN REQUEST' from the options which appear, and complete the form

Requests to other UCL library sites

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

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; NHS members covered by the UCL Library Service Level Agreement; "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.

How much does it cost?

Supply cost - current UCL staff/students/NHS will be charged £3.00 for each satisfied request (i.e. one which results in us providing you with the material which is supplied from another library).

PhD students writing-up & Other users (if permitted) the charge will be £12.00

This is a subsidised cost as UCL Library Services is currently charged £13.30 for each book and £9.90 for a photocopy supplied by an UK library.

  • Staff and students of UCL : £3.00
  • Staff of UCLH : £3.00
  • PhD students writing up : £12.00
  • Other users (if permitted) : £12.00

NB You will still be liable for the ILL charge if the item has been received, but you no longer require the item, as UCL Library Services will have already paid the supplying library for the material supplied.

Fines - interlending items are charged in the same way and at the same rate as UCL Library Services standard loans - currently 20p per day.

Renewals - if the lending library agrees a £3.00 additional charge may be incurred.

    How to request an item

    There are two options:

    1. Online form

    Fill in an online request form. To access the form:

    • Sign-in to Explore
    • Choose ... from the top menu
    • Select 'INTER LIBRARY LOAN REQUEST' from the options which appear

    Once you have signed in, choose the material type you want to request, either a Book or an 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. A copyright fee will be have to be paid if more than one article is requested from the same bound issue/volume. Fees vary depending on publisher agreements)

      2. Paper request form

      Paper request forms are available from the Science Collection Point, or the ILDS Office.

      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 Collection Point Desk staff, or send directly to the ILDS Office, UCL Science Library.

      Thesis request

      Many UK PhD theses can be accessed via the British Library Electronic Theses Online Service (EThOS) and researchers can order them directly from them.

      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 Service. 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. Many full text copies of USA PhD theses can be found via the ProQuest database or copies can be purchased by researchers direct via Proquest

      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 directly from them. 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 our theses page 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.

      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.

      Format

      The form and language in which items are supplied are often beyond our control.
      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. 
      Articles usually arrive as photocopies (which can be kept).

      E-copy for UCL Staff

      UCL staff can be supplied with an e-copy of an article if they have registered with the British Library On Demand Electronic Delivery and have arranged an IDT payment with their department prior to requesting an article via the ILL service

      For further details:

      Electronic copies for UCL staff

      UCL staff can be supplied with an e-copy of an article if they have registered with the British Library On Demand Electronic Delivery and have arranged an IDT payment with their department prior to requesting an article via the ILL service

      For further details:

      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 online request form has been submitted

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

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

      • A loan will be put aside at the Science Collection Point 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 Collection Point and a notification will be sent to your UCL e-mail 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.

      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 Collection Point is open and must be returned to the Collection Point Desk after each consultation before the Collection Point Desk closes. Check the opening times for the Science Colllection Point

      Requests supplied as a photocopy are usually for retention.

      How to pay

      Interlending charges (see How much does it cost? above) will be added to the requester's library record on receipt of the requested item.

      Payment should be made by cash/cheque/credit card at the Issue Desk/Collection Point. 

      Staff payments can be made by Inter-Departmental Transfer (IDT), this must be organised in advance of any ILL requests being submitted. UCL staff should speak to their Departmental Administrator for further information about IDTs, then contact the ILDS Office

      NB The requester will still be liable for the £3.00 ILL charge if the item has been received, but no longer required.

      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 (see the Interlending contacts and enquiries section below) 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 Collection Point. Items must not be returned in the Book Return.

      The British Library Document Supply Service 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 a UCL Library.

      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.