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If you have additional questions about Interlibrary Loan or the ILLiad system send e-mail to Frank.Haulgren@wwu.edu
What are ILL and ILLiad? Back to Top
The InterLibrary Loan (ILL) office supports the research needs of the current faculty, students, and staff by allowing authorized users to request materials from other libraries. ILL requests are only allowed for material Western Libraries does not own.
The ILL department uses a program called ILLiad to manage ILL requests and user information. All ILL requests are made through the ILLiad web interface. To use ILLiad, you must first register by clicking on the 'Register for ILLiad Now' button at the bottom of this page. Note that ILL is different than the Summit borrowing service, though they have the same purpose. It is usually faster and it is always more cost effective to use Summit whenever possible.
Is there an easy way to transfer data into ILLiad forms? Back to Top
Whenever possible use the FindIt button which displays in most of our online databases and resources. If the item you are after is not available locally or electronically a link to ILLiad will appear as an option in the FindIt window. By submitting your ILLiad requests in this way most of the required bibliographic data will be parsed directly into the ILLiad request form for you.
How long does it take to get something through interlibrary loan? Back to Top
Copies - Users should plan on a minimum of 5-10 working days. Copies can arrive much faster but never count on it.
Books and other Loanables - Users should plan on 10-15 working days. Most books are shipped "library rate" 4th class mail. Faster service is possible by making requests for books or other loanable materials using Summit.
Can you tell me the status of all of my requests? Back to Top
The current status of any ILLiad request can be viewed by logging into your ILLiad account and using the buttons in the second grouping of the ILLiad Main Menu.
Can I get videos or other recorded materials? Back to Top
Audio visual materials can be requested trhough ILLiad using the Book Request Form. Follow the title with the format you are after, such as: VHS, DVD, CD, etc. Note that while this material is available through Interlibrary Loan it can occasionally take longer than getting a a book.
Can I get a copy of a chapter from a book instead of the whole book? Back to Top
ILL protocol dictates that materials that can be loaned will be loaned.
Can I renew my ILL books? Back to Top
Books, videos, etc. borrowed through ILLiad can be renewed once unless the words "No Renewal" appear below the due date on the label affixed to the item. To request a renewal, log in to your ILLiad account, click on the "View or Renew Checked Out Items" button and select the items you wish to renew. A new due date 21 days from the original date is given automatically (pending confirmation from the lender). The Interlibrary Loan staff will only contact you if your request is denied or the due date granted by the lender is less than 21 days.
Note that renewals may only be requested during the five days preceding the original due date. Once an item has become overdue it cannot be renewed.
Can I borrow microfilm or microfiche through interlibrary loan? Back to Top
Yes. If the you are seeking articles from newspapers this is nearly always a microform transaction. Libraries will not spend time paging through papers of rolling through microfilm looking for articles. When asking for newspaper microfilm provide a date range, such as December 7, 1942 - June 30, 1943, rather than specific dates and articles. The number of reels sent by a library generally will not exceed 6. Be prepared to make successive requests if you are reviewing microfilm for a wide range of dates.
Request microforms with the Book request form. Type "microform" after the title, and in the Citation / Notes box (bottom of the form) include the dates needed and other relevant information.
Can I get a dissertation? Back to Top
Usually. If the library will loan dissertations we will attempt to borrow a copy. However, some libraries do not loan theses or dissertations. If this is the case we will refer the you to our dissertation handout for other supply options you may wish to explore.
Are there some materials that are difficult to find or borrow? Back to Top
The ILL department will attempt to borrow any item you request, but the following materials can be difficult to obtain:
Can ILL materials be delivered to me? Back to Top
Faculty:
University Faculty may choose to have library materials delivered to their departments' office by choosing the delivery option ACCESS / Faculty Document Delivery for both their preferred Loan and Article delivery options. When classes are in session materials will be delivered by the Library's ACCESS Courier. For more details about ACCESS / Faculty Document Delivery, clickhere.
Students:
This service is primarily intended to serve Extended Education students and those who come to campus irregularly or less than once a week. Any WWU student is eligible to sign up for this service. Click here to read more about Document Delivery by Mail. There are limitations and conditions that apply, so read carefully before requesting this service.
If our library’s copy of a book is checked out can I ask for a copy through ILL? Back to Top
No. In most cases the length of time it takes to borrow a book is about the same as the amount of time it takes for the user to get the copy that is checked out when by placing a hold on it. You can, however, request books that are checked out from our collections using Summit.
What if our copy of a book is lost? Back to Top
If the status shown in The Western Libraries’ catalog for a generally circulating item is other than "Available" request the book through the Summit catalog. If the status is "Available" and the item cannot be located contact staff at the Haggard Circulation Desk to discuss your options before making your request.
What if the only copy of an item I need is only available as a Course Reserve item or on microfilm? Back to Top
Interlibrary loan is not possible. Materials held on Course Reserve or that are part of any of the Libraries’ specialized collections must be used within those constraints.
How many requests can I make through ILL? Back to Top
Undergraduates are limited to 6 active requests at any one time. There are no limits for faculty or graduate students. Remember though, that while we do not pass on the cost of ILL to users each request does represent a significant expenditure by the Libraries. Planning of your research and finding out as much as you can about an item before making an ILL request will minimize unnecessary expense and enable us to providing ILL as a free service.
Undergraduates who have reached this limit should consult with the Reference and Information staff about resources available in our collections.
Can you RUSH an item for me? Back to Top
We do not "Rush" any interlibrary loan request. All requests are handled as received and are typically routed to potential suppliers within one working day. Once the request is sent out into the world there we have little, if any, control over how fast (or even if) it arrives. We always try and route to libraries that have performed well.
The book or article I need is at the University of Washington. Will I get it any faster? Back to Top
Maybe. Interlibrary loan protocol mandates that no single library be burdened with large numbers of requests if it can be avoided. To guard against this we use a system that randomly selects and routes to libraries from a pool of potential suppliers. The UW is part of this pool and is often used, but just because the UW owns the item you want does not necessarily mean it will come from there.
Here again you can make a request for this item through the Summit catalog. The target delivery time for Summit materials is 2 working days. As a Summit user, you can also travel directly to he UW and borrow materials directly. Be sure you have set up a PIN number before leaving our campus.
How much does ILL cost? Back to Top
We do not pass on any fees or costs for interlibrary loan to our users. The process of getting materials through ILL is a costly one however and users should not request unnecessary materials. A study done by Association of Research Libraries showed that the average cost per ILL request (materials, postage, on-line time, labor, etc.) can be as much as $30.00 or more! We do want to be able to keep providing this service for free, so select the materials you request carefully.
How will students get notified that their book or article has arrived? Back to Top
Students and faculty who have did not select one of the document delivery options at the time they registered for ILLiad are notified that their materials have arrived by e-mail or telephone depending on the choice you made when establishing your account.
All materials are held for 10 days from the date of notification and can be picked up at the Main Circulation Desk on Haggard 2 after which books are returned and articles recycled. A $5.00 fee is charged for any item that is unclaimed by the 10th day.
Are there fines for ILL books? Back to Top A fine of $5.00 per item is assessed for any interlibrary loan item requested but not claimed by the user within 10 days of receipt notification. This fine also applies to PDF files posted to our server but not accessed during the first 10 days.
Overdue fines accrue for ILL books at a rate of $0.50 per day, with a maximum of $15.00 per item. Loaned materials will be considered "lost" on the 25th day and you will be billed $90.00. Of this amount, a non-cancelable $15.00 Billing Fee replaces the maximum fine. The total fine amount will be posted to your library record.
What if I forget my password? Back to Top
We can reset your password allowing you access to ILLiad. But please, change your password to match your current WWU Universal Login password once you login to ILLiad since the same default password is always given. In the event that you forget your password, please contact either the Interlibrary Loan Office at (360) 650-3076 during daytime office hours or the Reference and Information Desk at (360) 650-3094. There is also a link to a web form to request that your password be reset at the bottom of the ILLiad login page which will send an email to our office.
How can I use the system if I don't have Web access? Back to Top
There are computers with Web browsers available for your use in many locations throughout Wilson Library and Haggard Hall, including the Reference and Information. Additional public-use machines are located at the Music Library and in computer labs scattered around the campus. The Reference and Information staff, and other public service staff throughout the library, can assist you in using these computers.
You can access ILLiad from anywhere you have access to The Western Libraries’ catalog.
Is security a problem if I use a public workstation? Back to Top
When using a public access workstation, make sure to exit from the Web browser before you leave the workstation. This prevents the Back button from accessing the pages you were using.
Because of the way ILLiad works there is no easy way to access your account by using a browser cache or history, and the Library department treats ILLiad records with the same confidentiality rules that apply to all library patron and circulation records.
Though negligible, there is always some risk involved whenever you are using any computer (including your own) to access private information, though the library public computers and ATUS labs are generally protected against hacking and misuse.
What is electronic delivery? Back to Top
Many libraries ship photocopies of articles to us in electronic format. In the past we printed these articles before delivering them to you. Now, through ILLiad, we are able to offer you the option of electronic delivery of these articles in PDF format (Adobe's Portable Document Format). You can read more about electronic delivery on the Electronic Delivery Information page.
What do the ILLiad Request Statuses Mean? Back to Top
Click Here For Explanation of ILLiad Statuses.
Whom do I contact if I have problems with or questions about ILLiad? Back to Top
Interlibrary Loan Office: (360) 650-3076 Monday - Friday 8:00am to 5:00pm. Email - illiad.cc.wwu.edu
Reference and Information: (360) 650-3094 All hours the Library is open.