Status reports
Requests are processed and reports submitted to the requesting library as rapidly as possible. It is not always possible to give an immediate report on the status of an outstanding request in the process of being searched at a member library. Please hold requests for status reports to a minimum.
Guide to the use of LILRC Interlibrary Loan Request Forms
The number of interlibrary loan requests received by LILRC is steadily increasing. In order to process the requests efficiently we ask that requests be submitted either on the LILRC interlibrary loan request form or via teletype.
Please do not send requests on lists or in other formats. Telephone requests can be accepted only for a limited number of urgent requests.
Use the "book" request form for all monographs, reports, whole volumes of proceedings, transactions, congresses, etc.
Use "serials" request form for all articles from periodicals, papers from transactions, proceedings or congresses, and for chapters or other sections of books.
Please use LILRC interlibrary loan request forms only for requests sent to LILRC.
INSTRUCTIONS FOR COMPLETING
SERIAL REQUEST
PLEASE TYPE ALL INFORMATION
1. Date of request. Fill in date you are submitting your request to LILRC.
2. Your request #. Libraries submitting many interlibrary loan requests often number the requests consecutively each month. Thus, "10-59" would indicate the fifty-ninth request Library X submitted to LILRC during October. Libraries making fewer requests may number consecutively through the year or may choose to omit a number.
3. Dewey No. Supply 3-digit Dewey number wherever known. This is necessary for requests submitted to NYSILL so they can be referred to appropriate subject referral library. Verification will often give Dewey number, usually supplied with LC cataloging in NUC and NST.
4. Requesting library. Name of institution submitting request. Since delivery is through LILRC driver, full mailing address is not needed.
5. Name of library user for whom request is being made. Some libraries file pending requests by name of user. Also helpful in identifying request if there is a question while it is being processed.
6. Status. Needed for determining eligibility of request for referral to NYSILL. Indicate student, faculty, professional, industry, or other.
7. Serial. Name of periodical in which needed article appears. Give name of journal as it appears in the Nassau-Suffolk Union list of Serials, Union List of Serials 3rd ed., New Serials Titles, or other standard bibliographic source. Do not use abbreviations. If not verified, give name of journal as fully as you have been able to find it.
8. Vol./issue. Indicate volume number of periodical, and issue number if known. If serial has dates but no volume number, leave space blank.
9. Date of issue in which needed article appears.
10. Pages on which article appears. If complete pagination is not known, add "+" or "to end of article" after number of beginning page, so that the person copying the article will look for a continuation and not copy only the single page cited.
11. Author of article required, including first name(s). If more than one author, give full names of two, and indicate "and others."
12. Title of article requested.
13. Verification. Please supply verification of both name of the journal and of the existence of the article in this issue of the journal cited. Standard sources for journals include union lists mentioned in #7 above. Articles can be verified in standard periodical indexes and abstracting services such as Reader's Guide, Education Index, Psychological Abstracts, Engineering Index, etc. Give full citation including volume, series, year/date, page, abstract number of verification. If request could not be verified, indicate sources checked.
If not possible to verify, indicate source of reference, such as bibliography in monograph, review article, etc. Where did the requestor see this item in print? Include author, title, publisher and date or journal title and date, and page number on which citation is found. If it is more convenient, you may supply a photocopy of the cited reference.
If impossible to verify or supply a source of reference, indicate "zz."
For LILRC use only
14. Records information regarding request forwarded to LILRC member or NYSILL or RML and awaiting response.
15. Indicates whether item has been found and delivered or request cancelled.
16. Checked to indicate by NUC symbol libraries believed to have needed item, on the basis of the Nassau-Suffolk Union List of Serials.
17. Records date due of book to be returned. Left blank in cases where photocopy has been supplied; photocopy becomes the property of the user.
INSTRUCTIONS FOR COMPLETING
BOOK REQUEST FORM
PLEASE TYPE ALL INFORMATION
1. Date of request. Fill in date you are submitting your request to LILRC.
2. Your request #. Libraries submitting many interlibrary loan requests often number the requests consecutively each month. Thus, "10-59" would indicate the fifty-ninth request Library X submitted to LILRC during October. Libraries making fewer requests may number consecutively through the year or may choose to omit a number.
3. Dewey No. Supply three-digit Dewey number wherever known. This is necessary for requests submitted to NYSILL so they can be referred to appropriate subject referral libraries. Verification will often give Dewey number, usually supplied with LC cataloging in NUC and NST.
4. Requesting library. Name of institution submitting request. Since delivery is through the LILRC driver, full mailing address is not needed.
5. User. Name of library user for whom request is being made. Some libraries file pending requests by name of user. Also helpful in identifying request if there is a question while it is being processed.
6. Status. Needed for determining eligibility of request for referral to NYSILL. Indicate student, faculty, professional, industry, or other.
7. Author. Give full name of author of monograph. Give last name, followed by first name(s). Give full name wherever possible, not initials. If more than one author, give full names of two authors, and write "and others" if there are more. If author is a corporate body, give name as fully and accurately as possible.
8. Title. Give full title of book. If title is excessively long, it may be shortened after giving first several words exactly and filling space allotted with remaining key words.
9. Place. City of publication. }
are acceptable. }
} Indicate in this space if other
10. Name of publisher. } editions are acceptable.
}
11. Date of publication. }
12. Verification. Please supply verification of all information given, particularly main entry. Preferred source is National Union Catalog, followed by CBI. Books in Print is not an adequate verification since information there is often inaccurate or incomplete. Give full reference to volume, series, date, page of verification. If request could not be verified, indicate sources checked, as in: NUC 1968-72-0; CBI 1971-0.
If it is not possible to verify the author and title, indicate sources of reference such as bibliography in a monograph, review article, etc. Where did the requestor see this item in print? Supply author, title, publisher and date or journal title and date, and page number on which citation is found. If it is more convenient you may supply a photocopy of the cited reference.
If impossible to verify or supply a source of reference, indicate "zz."
For LILRC use only
13. Records information regarding request forwarded to LILRC member or NYSILL or RML and awaiting response.
14. Indicates whether item has been found and delivered or request cancelled.
15. Checked to indicate by NUC symbol libraries believed to have needed item, on the basis of the data bank of library card catalogs in microfilm or telephone confirmation.
16. Records date due of book to be returned. Left blank in cases where photocopy has been supplied; photocopy becomes the property of the user.
How to be a good borrower:
Educate your readers. Explain that some materials may not be available on interlibrary loan, that requests may take time to fill, that renewals may not always be granted.
Encourage your readers to take full notes of bibliographic sources and references, to supply all necessary data, to fill out a work sheet for each request.
Screen requests carefully. Eliminate requests for items that are too new, too popular, too inexpensive to process, too ephemeral.
VERIFY all citations.
Make sure your teletype messages and interlibrary loan forms are free from typographical errors.
Return materials promptly. If a renewal is necessary, ask for it before the date due. If a book is lost, notify the Council and pay the bill promptly. Your library is responsible for all books it borrows on interlibrary loan. Books received through NYSILL should be returned directly to the lending library, not to LILRC.
Limit the number of items you request on behalf of any reader at one time. Materials on a given subject should not be monopolized by one patron in the region, and deadlines and due dates must be honored.
Notify us when you have a book to be returned.
How to be a good lender:
Answer promptly and courteously when you receive a teletype message, telephone call or typed forms by mail or courier. The library you supply today may supply you tomorrow.
Reciprocity is the key word.
Please say "yes" only when you are prepared to supply the photocopy or volume quickly. If you cannot fill a request, let us know promptly so that we may try to locate the item elsewhere. It is not fair to keep any library's patron waiting. A quick "No" is preferable to a drawn out "Maybe."
Notify us when you have an item ready for us to pick up.
Have items ready for pickup at the designated spot when the driver arrives.
Identify all photocopies with our request number (if given) and the title and issue of the journal from which they are made.
APPENDIX A
Useful tools for interlibrary loan:
New Jersey State Library. Interlibrary loan, photocopy and reference procedures manual.
Copies available upon request: New Jersey State Library, Interlibrary Reference and Loan Service, 185 W. State St., Trenton, NJ 08625.
New York State Education Department. New York State Interlibrary Loan Network. NYSILL Manual, 1970.
Copies available upon request: State Education Department, Division of Library Development, Albany, NY 12224.
Thomson, Sarah Katherine. Interlibrary loan procedure manual. Chicago, ALA, 1970.
May be ordered from ALA, 50 E. Huron St., Chicago, Ill. 69601.
Appendix B
Sample worksheets for interlibrary loans
