Interlibrary Loans & Document Delivery

Interlibrary Loan & Document Delivery (ILL&DocDel) allows Acadia Community Members to obtain material that is not held in the library. Materials that can be located and obtained through the ILL&DocDel service include books, articles from periodicals, microformat material, and some circulating theses. Interlibrary loans are arranged through co-operative agreements with other Canadian institutions and special procedures are required.

Acadia faculty, staff, students, alumni, retired employees, and members of the general public who are Acadia Community Members are eligible for ILL&DocDel service. ILL&DocDel borrowers must maintain a valid borrower's status. Should a borrower's privileges be temporarily blocked at the Access Services Desk, they will also be blocked for ILL&DocDel service. Borrowing privileges may be suspended or blocked for reasons such as outstanding fines of $20.00 or more and overdue books.

Borrowers will be required to contact the Access Services Desk staff every year to update their library account as all library accounts expire yearly.

1. Check holdings in the catalogue to make sure that the Library does not own the item.
2. If you wish to borrow an item on loan to another patron, place a hold. Staff members at the Access Desk can help you place a hold if you are having difficulties.
3. To manually request an Interlibrary Loan & Document Delivery (ILL&DocDel), go to this form (Novanet Citation Search).
4. The log-in can also be accessed by visiting the library homepage: under the heading "Using the Library" select "Interlibrary Loans & Document Delivery".
5. Select " Acadia Community Members".
6. From the upper left column, select the type of ILL&DocDel item you require (article or book). Complete as many fields as possible. If the title is abbreviated, add the abbreviated title; please do not guess the title. Select SEARCH.
7. Search results are displayed. You must log in using your Acadia credentials request the item.
8. A new form appears with the information you provided. Comments may be added to this request. (NOTE: the pickup location must remain at Acadia University, Acadia Vaughan Mem. Library.)
9. Complete the form, read and select the "copyright certification" and click the "Send Request” button.
   
10. A confirmation screen will appear:
    

Note for Off-Campus Distance Education Students ordering ILL&DocDel material: Distance education students who live further than 30 km from Wolfville should request ILL&DocDel materials by e-mailing disted-library@acadiau.ca with the appropriate personal and book or journal information.  Interlibrary loan materials will be shipped to the home address of students.

Interlibrary loans are free to Acadia students, faculty, staff and retired faculty. Community borrowers and Alumni may be required to pay a non-refundable fee of $10 per request as well as any fees incurred by the providing library. Community borrowers and Alumni should provide the maximum amount they are willing to pay in additional fees.

ILL&DocDel staff members are committed to locating and ordering requested materials within 1 working day from receipt of an ILL&DocDel request. Hard-to-find items may take longer to locate and order. The length of time it takes to receive requested material varies from 1 day to 4 weeks, depending upon several factors. These include the accuracy of the bibliographical information supplied on the request form, the response of the lending library, location of the lending library, and the method of delivery.

Many libraries restrict the circulation of their bound theses but will often provide a microform or digital copy.

Most libraries will not lend entire periodicals, but will supply digital copies of specific articles (subject to copyright regulations). When requesting periodical articles, please copy the information exactly as it appears in the citation including the correct volume, issue, date and pages. It is essential that the periodical title information be copied as found. If the title in your citation is abbreviated, please do not attempt to provide the full title as abbreviated periodical titles are standardized (e.g. Arch. Hist. Med.) and attempts to guess at a full title often lead to confusion and delays. It is helpful to include the ISSN (International Standard Serial Number) if you have it, since many periodicals have the same title but ISSNs are unique.

Video or audio cassettes, films, newspapers, bound journals, kits, rare books, some private institutions' research documents, complete electronic books, and Psychological and Sociological Association papers are not available through ILL&DocDel.

You will receive an email notification with either:

• a link to your article, or
• a request for additional information, or
• inform you that your material is ready for pickup, or
• inform you that your request could not be filled.

Please ensure that the Library has a current e-mail address, mailing address and telephone number. You can update your information through myAcadia.

If we are unable to locate the requested material, you will be notified by e-mail. Please do not hesitate to visit your liaison librarian who can suggest alternative materials or perform expanded searches for materials not located on the initial search.

Note for Distance Education students: Distance education students who live further than 30 km from Wolfville will have ILL&DocDel print materials shipped to them from the Library.

Log in to your library account and select My Requests from the drop-down menu in the upper right corner.

You may also email ILL&DocDel staff at ill-inquiries@acadiau.ca. If requested material is no longer required, please cancel the request as soon as possible.

All print material will have either a yellow or blue band around the material indicating certain restrictions and the due date. Borrowers are requested to abide by these restrictions. "Library Use Only" indicates that the lending library has requested that the material only be used within our library; "no photocopying" indicates that there are copyright restrictions; and "no renewals" indicates that the material must be returned by the due date indicated on the yellow or blue band since the lending library will not permit renewals. The standard loan period is 3 weeks. Term loans are not available for ILL&DocDel material. If you require the material longer, please submit another request indicating in the notes field where you have the current material from.

Unless otherwise stated on the yellow or blue band around the item, renewals must be requested 2 days prior to the due date. If fines are accrued before a renewal request is submitted, then the fines remain. Renewal requests are not guaranteed, as ILL&DocDel staff must contact the lending institution for permission.

Renewals are available at the Access Services Desk. A temporary due date of 3 weeks will be assigned unless you hear otherwise. If the application for renewal is denied, you will be notified by e-mail to return the item within 2 days. A current email address or phone number must be provided so we can contact you. Failure to provide current contact information may result in overdue fines of $0.25 per item per day.

It is the responsibility of the borrower to return the borrowed material (complete with the band) to the Access Services Desk by its due date. Fines will be levied for materials returned late.

If material is dropped off at a location other than the Access Services Desk, there may be a delay in its return to the ILL&DocDel unit. It is important to follow the instructions printed on the yellow or blue band placed around the outside cover of the material. If the band is removed, the book may not be identified as an ILL&DocDel book and therefore not be returned properly. You may be responsible for the cost of replacing the lost book. Please remember that the Library borrows material on your behalf. If the material is returned late, the Library can lose its borrowing privileges with the lending institution and the borrower could lose their ILL&DocDel borrowing privileges. If the borrower loses an ILL&DocDel item, a bill for the replacement cost will be sent to Acadia and forwarded to the borrower. Photocopies of articles acquired through ILL&DocDel are yours to keep.

All borrowed materials are subject to recall by the lending library at any time. If this occurs you will receive an email from ILL&DocDel staff asking you to return the book within 2 days. If material is not returned within 2 days, your account will be blocked. Library and ILL&DocDel privileges will be suspended until the recalled material is returned. Fines of $0.25 per day will be levied.

Overdue materials

Fines of $0.25 per day will be levied on overdue materials. Library and ILL&DocDel privileges may be suspended or blocked until the material is returned. If 3 overdue notices have been sent to the patron and the material is not returned, the lending library assumes that the material is lost and will issue a replacement cost invoice. Costs may range upwards from $50.00, depending on the replacement fee charged by the lending library.

Charges for students will be transferred to their student account.

All other patron charges will remain on the borrower’s library account until paid.

Lost or damaged items

If replacement of the material is necessary, the borrower will be charged the cost of replacement. Replacement will be considered necessary for any item that is lost or that requires more than minimal repair. Costs may range upwards from $50.00, depending on the replacement fee charged by the lending library.

If repair of the material is necessary, the borrower will be charged the cost of repairs issued by the lending library.

Acadia University will lend material to other libraries, institutions and businesses.

Libraries using Alma, please submit requests via Resource Sharing. Libraries using OCLC products, please submit requests via WorldShare (use our OCLC symbol AUW). All others, please submit requests via the Institutions link found above.

Acadia University is a member of the Council of Atlantic Academic Libraries – Conseil des bibliothèques postsecondaires de l’Atlantique (CAAL-CBPA).

Loan

CAAL-CBPA, COPPUL, PBUQ, OCUL, OONL and all non-profit Atlantic libraries: no charge; other Canadian libraries: $8.00 (unless a reciprocal agreement has previously been reached); American and international libraries: $35.00.

Photocopy (digital copy)

CAAL-CBPA, COPPUL, PBUQ, OCUL and OONL: no charge; non-profit Atlantic libraries: $5.00 per article; other Canadian libraries: $8.00 per article; American and international libraries: $15.00 per article. All provided digital files have undergone optical character recognition (OCR).

Other

Urgent service: CAAL-CBPA and OONL: no charge; all other Canadian libraries: $10.00 surcharge; American and international libraries: $20.00 surcharge + standard fee + courier cost.

ILL&DocDel staff pride themselves on responding to ILL&DocDel requests within 2 business days.

Our physical copies do not circulate. We are able to lend a microfiche copy if there is 1 currently available. A digital copy of a theses will equal the cost of a regular copy.

Although we will not lend entire periodicals, we will supply scans of specific articles (subject to copyright regulations). When requesting periodical articles, please provide a complete citation.

Video or audio cassettes, films, newspapers, journals, complete electronic books (without copyright permission), kits, rare books, some private institutions' research documents and Psychological and Sociological Association papers are not available through ILL&DocDel.

All borrowed materials are subject to recall at any time. If this occurs, you will receive a recall notice from ILL&DocDel staff.