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OVERVIEW

Purpose

 

The purpose of interlibrary loan (ILL) is to obtain, upon request from a library user, material not available in the user's local library.

General principles

1. ILL is considered a basic service, not an extra.  Libraries should

1. Devote regular staff time to ILL.

2. Budget for supplies needed and for postage costs.

3. Suggest ILL to their patrons rather than waiting for them to ask for it.

4. Publicize ILL along with their other services.

5. Train back-up staff to fill in for regular ILL staff so that there are minimal gaps in service.

6. Provide ILL service without charging for it or for ILL postage.  Libraries may ask patrons to pay ILL fees charged by out of state libraries.  Libraries may solicit donations for ILL.

2. Maintain a spirit of cooperation, going the extra mile, treating colleagues as friends, being patient, generous and courteous with other ILL librarians.

3. Observe the Interlibrary Loan Code for the United States

4. Observe the Vermont Interlibrary Loan Code.  Content is very similar to the Interlibrary Loan Code of the United States.  Sections are numbered to match the Interlibrary Loan Code of the United States.
   

5. Make your library's holdings available by contributing to PUBcat or K12cat.  See the Vermont Dept. of Libraries' Technical Services home page for details.  These holdings should include all items your library will lend as well as items available for use only within your library.  Libraries that do not contribute to PUBcat or K12cat may only borrow from the Vermont Dept. of Libraries.

6. If your library decides not to lend a particular type of material (dvds, genealogy, rare books, new books, etc.), you may not request this type of material through ILL.

   Working with patrons

1. As stated above, offer ILL service rather than waiting for patrons to ask for it.

2. Allow all patrons to use ILL, including children.

3. Allow ILL for recreational as well as scholarly needs.

4. Welcome requests for materials in any format, including photocopies and audio-visual materials.  Remember that you must lend audio-visual materials to be allowed to borrow them.

5. Keep written ILL policies for your library to help you when patrons have questions.  See ILL policies and procedures at your library .

6. Treat as confidential all information from patrons using ILL.

1. When talking in your library with patrons about their ILL requests, protect their privacy as much as possible.

2. Do not include ILL titles when you leave messages for patrons.

3. Discard your ILL record when a transaction is complete and statistics recorded.  If you need to retain your records, block out patron names.

7. Use a simple request form for patrons to complete.

1. Provide space for patron's name, phone and email if available, for a description of the item needed (book author and title or periodical citation) plus source of patron's information and the date of the request.

2. Provide space for staff notes such as

1. Requested item in your collection?  in Web2 databases?

2. Symbol of library requested from, date requested.

3. Library that sent item, date received and date returned.

4. See also ILL records and statistics .

3. Keep form small enough to be easy to handle and file.

4. See sample Patron request form for 8 1/2 x 11 paper.

8. Keep a more detailed list of questions to ask your patron when you do not find what patron needs in the Web2 databases and may need to go out of state:

1. More details of cite known?

2. Level needed (basic, scholarly, homework, grade in school, etc.)

3. Format needed (microform ok? audiocassette? CD? video? dvd?)

4. English only acceptable?

5. Patron's source of information? (always helpful to know)

6. OK to substitute?

7. Not needed after _________ (date)

8. Out of state ok?

9. If ok to go out of state, what is the maximum patron would pay if there is no free supplier?  See Out of state borrowing.

10. Any patron information missing?

9. Record any additional information you gain from the detailed questions on the original patron request form.

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  General procedures for sending requests

1. Check the information your patron gives you to be sure it is correct.

1. Always check your own collection.

2. Use the Web2 databases and online bookstores or WorldCat.org  to correct spellings and complete citations.

3. Try both author and title searches.

4. Record each source you check, including those that do not list the item you need so that you will not duplicate searches.

5. When you discover corrections to the original citation, recheck your library's catalog and the Web2 databases.

2. Search the Web2 databases and record the libraries that own the item you need.  If you do not find the item you need, see no. 12 below and Requesting help with ILL.

3. Do not use phone calls or email messages to all VALS libraries, i.e. email to publics@ vals.state.vt.us or to schools@ vals.state.vt.us for ILL.

1. Phone calls are interruptions.

2. Phone messages are inefficient for all the information (author, title, publisher, date, etc.) needed for an ILL request.

3. Email messages to all VALS libraries interrupt everyone, instead of just the library that owns the needed item. 

4. When you have the Web2 database record you need, (only one record on the screen), use the link in the upper left, "Request title via ILL."  You will need your VALS account number and pin to access the form.

5. Assign a request number to each of your requests.

1. Use a short, unique number, e.g. 08-1 (2008 being the year of the request)

2. Use numbers in a continuing sequence, e.g. 08-1, 08-2, 08-3, etc.

3. Keep a record of each number you use to avoid duplicate numbers.

4. Use your request number each time you communicate about a request.

6. When needed, use the "comments" space in the Web2 request form to specify the format, e.g. cassette, CD, video, dvd, microfilm, or the number of a particular volume or part.

7. Use the following order for borrowing when several Web2 databases contain the item you need:

• Vermont Dept. of Libraries   DOLcat

• Vermont State Colleges   VSCcat

• PUBcat, Web2 public library databases or K12cat, i.e. your peer libraries

• Web2 college library databases:  Burlington College, Marlboro College, St. Michael's College, Norwich University

• Non-Web2 college libraries:  Bennington College, Champlain College, College of St. Joseph, Goddard College, Green Mountain College, Landmark College, School for International Living, Montpelier Center of the Union Institute, Vermont Law School

• Middlebury College, UVM, Dartmouth (request through DOL ILL)

• Out of state

8. Borrow from a variety of libraries, not constantly from the same libraries, to "spread the load" of  ILL work and expense.

9. Send your request to only one library and wait for a response before trying a second library.

10. For "reference" materials, genealogy sources or items that are difficult to mail

1. Expect that they may not be available to borrow.

2. If you cannot borrow an item, you may request photocopies of its table of contents and index.  Your patron can use this information to select pages for an additional photocopy request.

3. Suggest that patron might travel to the owning library to use the material.

11. For materials that are very recent or in high demand, use libraries from the New book lender list.

12. Email questions about ILL to DOL ILL  See also Requesting help with ILL.

13. Because ILL is an expensive, labor-intensive service, keep multiple copy borrowing to a minimum.  When you need multiple copies, see section on multiple copies in PUBcat, Web2 public library databases, K12cat below.

 
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  Responsibilities of borrowing libraries

1. As  a borrowing library, you are responsible for any damages or losses from the time the borrowed material leaves the lender until it is returned and received by the lender.

2. As a borrowing library, you must notify the lending library of any lost or damaged ILL material.  The borrowing library must contact the post office whenever a missing ILL item needs to be traced.

3. As a borrowing library, you must send payments promptly for any damages or losses using a check from your library's account, not your patron's check.

4. When you borrow frequently from another library, offer to send that library several of your mailing labels to have on hand.

5. As a borrowing library, you are responsible for requesting a renewal whenever you need to keep material longer than the due date.  All requests for renewals should be sent before the due date whenever possible.

6. As a borrowing library, you are responsible for carefully following any special instructions from the lending library, e.g. ship in a box, ship via UPS, use borrowed material in-library only (i.e. patron may not take material out of the library), etc.  As a reminder, keep any mailing instructions filed with the corresponding return mailing label.

7. Lending libraries have the privilege of "recalling" material they have loaned if the material is needed for one of their own patrons.  If you receive a "recall" message from a lender, you are responsible for contacting your borrowing patron immediately.  Ask your patron to return the loaned material as quickly as possible.

8. If you have a patron that has a bad record of returns, but needs an ILL, offer this patron only in-library use of ILL materials.

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Patron request form

Author:

Title:

Publisher, Date:

Where did you find this information?

Patron name:

Phone:

Email:

 

Patron request form

Author:

Title:

Publisher, Date:

Where did you find this information?

Patron name:

Phone:

Email:

 

Patron request form

Author:

Title:

Publisher, Date:

Where did you find this information?

Patron name:

Phone:

Email:

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New Book Lender List

  *These libraries will lend new books with occasional exception and/or limited loan periods:

 

VSNA	M. Canfield Memorial Free Library, Arlington	A5
VSNC	Aldrich Public Library, Barre	B27
VSNE	Barton Public Library, Barton	B28B
VSNM	Brandon Free Public Library, Brandon	B732
VSNO/BSYA	Brooks Memorial Library, Brattleboro	B733
VSNU/F3LA	Fletcher Free Library, Burlington	B92F
VSNW	Cabot Public Library, Cabot	C11
VSNY	Castleton Free Library, Castleton	C27
VSN1	Chelsea Public Library, Chelsea	C42
VSN7	Pope Memorial Library, Danville	D23
VSN9	Dailey Memorial Library, Derby	D43
VSN&	Haskell Free Library, Derby Line	D44
VSOE/B2LA	Brownell Library, Essex Jct.	E7J
VSOI	Fair Haven Free Library, Fair Haven	F162
VSOK	Georgia Public Library, Fairfax	G29
VSOO	Greensboro Free Library, Greensboro	G85
VSOQ	Jeudevine Memorial Library, Hardwick	H22
VSOS	Hartland Public Library, Hartland	H251
VSOU	Cobleigh Public Library, Lyndonville	L99L
VSOW	Jaquith Public Library, Marshfield	M35
VSO1	Middletown Springs Public Library, Middleton Springs	M581
VSO3	Milton Public Library, Milton	M64
VSO5	Morristown Centennial Library, Morristown	M83
VSO7	Tenney Memorial Library, Newbury	N42
VSO#	Brown Public Library, Northfield	N82B
VSO&	McCullough Free Library, N Bennington	B43N
VSO*	North Hero Public Library, N Hero	N82
VSPA	Pawlet Public Library, Pawlet	P28
VSPC	Maclure Library, Pittsford	P687
VSPG	Proctor Free Library, Proctor	P94
VSPI	Quechee Library Association, Quechee	H25Q
VSPK	Kimball Public Library, Randolph	R16
VSPM	Reading Public Library, Reading	R22
VSPS	Rochester Public Library, Rochester	R58
VSPU/RUTA	Rutland Free Library. Rutland	R93
VSPW	St. Albans Free Library, St. Albans	S2
VSPY	St. Johnsbury Athenaeum, St. Johnsbury	S22
VSP1	Pierson Library, Shelburne	SH4
VSP5	Shrewsbury Public Library, Cuttingsville	S57
VSP9	South Hero Community Library, South Hero	S8
VSP&	So Londonderry Free Library, S. Londonderry	L84S
VSP*	Springfield Town Library, Springfield	SP8
VSQA	Swanton Public Library, Swanton	SW1
VSQE	Townshend Public Library, Townshend	T66
VSQG	Deborah Rawson Memorial Library, Underhill	U2
VSQI	Bixby Memorial Free Library, Vergennes	V58
VSQK	Joslin Memorial Library, Waitsfield	W13
VSQM	Gilbert Hart Library, Wallingford	W15
VSQO	Warren Public Library, Warren	W25
VSQQ	Waterbury Public Library, Waterbury	W29
VSQU	Baldwin Memorial Library, Wells River	N42W
VSQW	Ainsworth Public Library, Williamstown	W67
VSQY	Dorothy Alling Memorial Library, Williston	W671
VSQ1	Windsor Public Library, Windsor	W721
VSQ5	Norman Williams Public Library, Woodstock	W86
VSQ7	Essex Free Library	E7
VSQ#/KMVA	Sherburne Memorial Library, Killington	S5
VSQ&	Carpenter Carse Library, Hinesburg	H58
VSQ*	Norwich Public Library, Norwich	N83
VSRA	Winooski Memorial Library, Winooski	W73
VSRC	Lanpher Memorial Library, Hyde Park	H99
VSRE	Peacham Library, Peacham	P31
VSRI	Readsboro Community Library, Readsboro	R221
VSRK	Proctor Library, Ascutney	W37
VSRM	Stowe Free Library, Stowe	ST7
VSRQ	Rand Memorial Library, N. Troy	T75N
VSRS	Vernon Free Library, Vernon	V59
VSRY	Cavendish Fletcher Comm. Library, Proctorsville	C31P
VSR1	Stamford Community Library, Stamford	ST2
VSR3	Tunbridge Public Library, Tunbridge	T83
VSR5	Westford Public Library	W521
VSR9	Fairlee Public Library	F163
VSR@	Royalton Memorial Library, S. Royalton	R811S
VTKC	H.F. Brigham Library, Bakersfield	B17
VTKG	Hartford Library, Hartford	H25P
VTKM	Whitingham Free Public Library, Jacksonville	W581
VTKO	Craftsbury Public Library, Craftsbury Common	C84C
VTKQ	New Haven Community Library, New Haven	N451
VTKU	Barnet Public Library, Barnet	B261
VTKW	Lincoln Library, Lincoln	L63
VTK5	Jones Memorial Library, Orleans	B28
VTK#	Alice M. Ward Memorial Library, Canaan	C16
VTK$	Grafton Public Library, Grafton	G75
VTK+	Groton Free Public Library, Groton	G91
V6SB	Fletcher Memorial Library, Ludlow	L95
V6SD	Moore Free Library, Newfane	N45
V6SF	Abbott Memorial Library, S. Pomfret	P77
V6SG	Calef Memorial Library, Washington	W27
V6SI	Highgate Public Library, Highgate Ctr.	H53
V6SJ	Jericho Town Library, Jericho Ctr.	J47C
V6SN	Blake Memorial Library, E. Corinth	C81E
V6SO	Huntington Public Library, Huntington	H92
V6SQ	Westminster West Public Library, Putney	H524W
V6ST	Lydia Taft Pratt Library, W. Dummerston	D89
V6SV	Roxbury Free Library, Roxbury	R81
V6SW	Starksboro Public Library, Starksboro	ST3
V6SZ	Solomon Wright Public Library, Pownal	P87
V6TA	Platt Memorial Library, Shoreham	S54
V6TB	Davies Memorial Library, Waterford	W291
V6TF	Moretown Memorial Library, Moretown	M81
None	Barton Graded School, Barton	B28S
None	Baxter Memorial Library, Sharon	S35
None	Butterfield Library, Westminster	W524
None	Johnson Public Library, Johnson	J62
None	North Country UHS Library, Newport	N47S
None	Poultney High School Library, Poultney	P86HS
None	Vermont Academy, Saxton River	R59A
None	Waitsfield Elementary School Library, Waitsfield	W13S
None	Westminster West Public Library, Westminster	W524W
*New non-fiction only:
VSP7	South Burlington Community Library, S Burlington	S78
VSP#	Morrill Memorial & Harris Library, Strafford	ST8
VSQM	Gilbert Hart Library, Wallingford	W15
VSQU	Baldwin Memorial Library, Wells River	N42W
VSRS	Vernon Free Library, Vernon	V59
VTKI	West Hartford Public Library, W Hartford	H25W
VTKK	Wilder Club & Library, Wilder	H25WI
Revised: 9.19.08

 

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Vermont Dept. of Libraries - DOLcat

Midstate Regional Library (MRL) and Northeast Regional Library (NERL)

• Reference materials as well as adult and juvenile materials available to borrow

• Send a Web2 request to mrl_ill@mail.dol.state.vt.us or nerl_ill@mail.dol.state.vt.us

• 30 day loans with one renewal

Book box collections for various age groups and in different genres, at MRL and NERL

• Collections for babies and toddlers, beginning readers and young adults plus collections for adults of inspirational literature, science fiction, etc.
   
• Request by calling MRL, 802-828-2320 or NERL at 802-748-3428

• Request by sending an email message to MRL or NERL.

• 60 day loans for Dorothy Canfield Fisher Award and Green Mountain Book Award books.  120 days for all others

Large print at the Special Services Unit (more large print listings in PUBcat)

• Search by author or title with library: "Special Services"

• Charged out materials display as "available" in the Web2 catalog

• Send a Web2 request to ssu@mail.dol.state.vt.us

• 30 day loans with one renewal
   

Central Library, Montpelier

 Children's Book Exhibit Center (CBEC)

• Collections for youth plus reference materials for youth librarians

• Send a Web2 request to DOL ILL
  

• 30 day loans with one renewal

 Discussion books in multiple copies for young adults at the CBEC

• Find titles in Web2 with a "numeric" search by typing "discussion book," with library: "central" or print list, online at CBEC Book Discussion Sets

• Send one Web2 request to DOL ILL for multiple copies

• Indicate number of copies needed in comments box

• 60 day loans, no renewals

 Library Science Collection

• Collection on librarianship with books and periodicals

• Send a Web2 request to DOL ILL
  

• 30 day loans with one renewal

 Vermont Collection

• Circulates when two copies are available

• Send a Web2 request to DOL ILL
  

• 30 day loans, in library use only

 Reference, Law and Grants/Fund Raising

• Circulates unless too bulky to mail

• Send a Web2 request to DOL ILL
  

• 30 day loans with no renewals

 Vermont newspapers

• Vermont Dept. of Libraries has the largest collection of Vermont newspaper microfilm, covering all parts of Vermont beginning pre-1800.  Most of this microfilm circulates.

• Search DOLcat for newspaper titles.  For years/issues held, search the Vermont Newpaper Project Union List, http://vtnp.uvm.edu/, that also lists the holdings of other Vermont libraries.

• Send a Web2 periodical request to DOL ILL with the months and years you need in the comments box.

• 30 day loans with a maximum of 4 reels at one time per borrowing library.

• If your library does not own a microfilm reader, borrow the microfilm and arrange for your patron to use the film at a nearby library that owns a reader printer, usually a high school or a college.

• The Web2 Vermont Newspaper Index database is a citation index for the Burlington Free Press and the Rutland Herald, 1984 to present, only.  

• The Vermont Dept. of Libraries can also send photocopies of articles.  See Requesting periodical articles. 
  

Renewals

Use "my account" in Web2 to renew DOL materials.  You cannot use “my account” to renew items that have been renewed once or are already past due.  If your library card expires prior to the new due date, you will be barred from renewing.   When you are unable to renew an item online that you feel should be eligible for renewal, contact the DOL location that you borrowed the item from and request they check on the status of your account and renew the item manually if necessary.

 Reserves:   Available

 
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Vermont State Colleges - VSCcat

 Availability (Is what I want available to borrow?):  indicated in Web2.

 Web2 request

Give call number for item wanted with email address of owning college.

See link to email addresses from Web2 request form.

 Castleton State College  C27N

Will not lend rare books, ebooks, whole issues of periodicals.

 Hartness Library, Vermont Technical College  R16V

Will not lend reference, new items (only remain "new" for 30 days), items from the nursing collections at Thompson, Putnam or Chittenden, whole issues of periodicals.

 Johnson State College  J62N

Will not lend reference, new items, Vermont collection, whole issues of periodicals.

 Lyndon State College  L99N

Will not lend reference, "casuals" collection, videos costing more than $100, more than three volumes from a set of CDs, videos or dvds, Instructional Media Center kits with multiple parts, whole issues of periodicals.

 Vermont Historical Society  M761H

VCScat includes Vermont Historical Society Library holdings, but the Society does not lend any library materials.  The public is welcome to use all library materials on-site at the Library in Barre.

 Renewals:   request with an email message to the owning college's email address.

 Reserves:   not available

 

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PUBcat, Web2 public library catalogs, and K12cat

Use PUBcat, the Web2 public library databases and K12cat after exhausting DOLcat and VSCcat, but before trying the other college libraries.

PUBcat, the Web2 public library databases and K12cat are a wealth of materials.  These databases allow public and school libraries of all sizes to contribute to the ILL network.  It is, however, necessary for libraries to actively vary the libraries they borrow from in order to spread the ILL workload.

There is some overlap between PUBcat and the individual Web2 public library databases.  Consider the Web2 public library databases as the most up-to-date listing for these libraries.

Availability (Is what I want available to borrow?):  PUBcat does not indicate if items are available to borrow.  Web2 public library databases have links to the public libraries' online catalogs that do indicate availability.

Special features

PUBcat, the Web2 public library databases and K12cat include:

• VHS and DVDs
• Sound recordings
• Foreign language titles
• Large print
• Juvenile and young adult materials 

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PUBcat lists titles with MULTIPLE COPIES for book discussion groups:

•  Locate with subject search for "multiple copies" or search by title

• Borrow from libraries owning multiple copies before requesting the same book from several libraries

• You may borrow the same book for several different people, perhaps from a book group, when each person requests individually.  You may not use an email message to all VALS libraries to locate multiple copies of books.

Other sources of multiple copies:

Essex Free Library's multiple copies list is found here.

Fletcher Free Library's multiple copies list is found here.

South Burlington Community Library's multiple copies list is found here. 

Vermont Humanities Council's Reading and Discussion program: http://www.vermonthumanities.org/index_files/rdcat.htm

 Report your library's multiple copy titles to Lorraine Lanius, VT Dept. of Libraries, Technical Services Unit.

Sending Web2 requests from PUBcat and K12cat

PUBcat holdings lists may be long.  Use the whole list of holdings from each record to vary the libraries you borrow from.

When using PUBcat and K12cat, go to the request screen and fill in the email address for the owning library using the link to the Web2 "list of email addresses."

If you work from a printed copy of these lists, please use these links frequently to update your lists, noting any libraries that are no longer able to take requests.

Sending Web2 requests from the Web2 public library databases

When using the Web2 public library databases, use the link to the library's own catalog to see if the item you need is available.

The Web2 request form supplies the email address for items from the Web2 public library databases.

Renewals:   send an email message to the lending library to request a renewal.

Reserves:

When you are requesting from a PUBcat or K12cat library and cannot know if the item is available, ask the borrowing patron if they are willing to wait for the item wanted if necessary.  If patron can wait, include the message "please reserve" in the comments box with your initial request so that the lending library can reply to your request for a loan and for a reserve in the same response.

This is also a good method for your requests for materials in the Web2 public library databases.

 

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Burlington , Marlboro and St. Michael's Colleges, Norwich University
 

Availability (Is what I want available to borrow?):  Use Web2 links to the college library's own catalog  to see if an item is available to borrow.

 Web2 requests

Request an item from DOLcat, VSCcat, PUBcat, Web2 public library databases, or K12cat before using Burlington, Marlboro and St. Michael's Colleges or Norwich University.

DOL ILL will direct you to try these smaller college libraries when they own what you need, before trying Middlebury, UVM or Dartmouth for you.

Use the link to the owning college's own catalog to check availability before placing your request.

The Web2 request form supplies email addresses for these smaller Web2 colleges.  To request photocopies, see Requesting periodical articles.

 

Burlington College  B92BC

Will not lend Manchel Collection or whole issues of periodicals.

Marlboro College  M34C

Will not lend reference, special collections, newspapers or whole issues of periodicals.

St. Michael's College   B92STM

Will not lend archives, special collections, newspapers or whole issues of periodicals.

Norwich University   N82N

Will not lend reference, special collections or whole issues of periodicals.

Renewals:   request with an email message to the college.

Reserves:   not available.

 

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Middlebury and UVM

 Availability (Is what I want available to borrow?):   Use Web2 links to the college library's own catalog to  see if an item is available to borrow.

 Libraries of last resort:   Middlebury College and UVM are used for ILL only when no other Vermont  library owns what is needed.

 All requests to Middlebury College and UVM must be submitted through DOL ILL.

 Web2 requests to Middlebury College and UVM

1. Check DOLcat, VSCcat, PUBcat and K12cat, before sending a Middlebury or UVM request, to be sure the item you need is not listed in these catalogs.  Try any possible locations you find.  Wait to hear if your request will be filled.  If the locations you try cannot fill your request, keep a note of where you tried.

2. In the comments box, list any libraries you have tried that would not lend to you, e.g. "B92F and B733 copies lost."  The email address for your request is DOL ILL
    
3. DOL ILL staff rechecks to be sure no other Vermont library owns what you need.
    
4. If you could borrow from a Vermont library, DOL ILL staff sends you a message, e.g. "VT locs: B92STM, B92C," listing other possible lenders you must try before DOL ILL will submit your request to Middlebury College or UVM.
    
5. If DOL ILL suggests libraries that cannot fill your request, resubmit your request to DOL_ILL@mail.dol.state.vt.us.  In the comments box, include a note, e.g. "non-circ. at B92C," "missing at B92STM," etc.
    
6. DOL ILL sends your request to Middlebury College or UVM and sends you an email, e.g. "B92B sent" when the item you requested is being sent to you.
    
7. To request photocopies, see Requesting periodical articles.

Middlebury College will not lend: Reference materials, Flanders Collection materials, Armstrong Library (science) print materials, foreign language material in any format during the summer.

Middlebury College will lend:  Videos and sound recordings on a case-by-case basis

Middlebury College renewals:   must be requested through DOL ILL

Middlebury College reserves:   not available.

Middlebury College billing:   will accept an exact copy of lost or damaged material in lieu of payment.

 

UVM will not lend:  Special Collections (Vermontiana) and sound recordings

UVM will lend:  Reference materials, new books, microfilm and whole issues of periodicals on a case-by-case basis.

UVM Dana medical books, government documents, Research Annex materials, Curriculum materials, Cook Chemistry/Physics Library materials

Only videos and dvds that are listed as "full circulation" in the UVM catalog

• Locate in UVM catalog and use a Web 2 request form.
• Loaned for two weeks only.
• Must be received by UVM on or before the due date. Therefore, patrons must be given a shorter loan period to accommodate mailing.
• May not be renewed.
• Must be returned by UPS in original UVM packaging.

UVM renewals:   Not available.  Everything circulates for 60 days except videos and dvds that circulate for two weeks

UVM reserves:   Not available.

UVM billing:   will accept an exact copy of lost or damaged material in lieu of payment if borrower prefers.

 

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VSAC

VSAC, the Vermont Student Assistance Corporation, has a library listed in Web2.  This library contains materials to help Vermonters who want to go to college or want other training after high school.

You may borrow from this library with a Web2 request as you would from any of the other Web2 academic database.  Patrons may also borrow directly from the VSAC library.

 

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Dartmouth College

Availability (Is what I want available to borrow?):   Use the Web2 link to the Dartmouth College catalog to see if an  item is available to borrow.  Dartmouth charges other libraries $16.00 per loan, but lends to Vermont libraries for free.  Dartmouth requires that Vermont libraries request through DOL ILL.

Library of last resort:   Dartmouth College is only used when there are no Vermont locations.

Web2 requests to Dartmouth College

1. Check DOLcat, VSCcat, PUBcat and K12cat to be sure the item you need is not listed in these catalogs. Try any possible locations you find.  Wait to hear if your request has been filled.  If the locations you try cannot fill your request, keep a note of where you tried.

2. Find the item you need in the Web2 catalog for Dartmouth College and go to a Web2 request form.

3. Add the call number for the item you need to the form.  In the comments box, list any libraries you have tried that could not lend to you, e.g. "B92F and B733 copies lost."  The email address for DOL ILL is supplied for you.

4. DOL ILL staff rechecks to be sure no Vermont library owns what you need.

5. If you could borrow from a Vermont library, DOL ILL staff sends you a message, e.g. "VT locs: B92STM, B92C," listing other possible lenders you must try before borrowing from Dartmouth College.

6. If the libraries DOL ILL suggests cannot fill your request, resubmit your request to DOL ILL.  In the comments box, include a note, e.g. "non-circ. at B92C," "missing at B92STM," etc.

7. DOL ILL sends your request to Dartmouth College using OCLC.

8. The OCLC system requires borrowers to report the date when each loan is received and report again when a loan is returned.  Therefore, you must send two messages to DOL ILL in the following format:

   As soon as you receive your loan, send

   IL:1234567          Titanic          rec'd __________ (date)

   As soon as you return your loan, send

   IL:1234567         Titanic          ret'd ___________ (date)

9. To request photocopies, see Requesting periodical articles.   When you request photocopies from Dartmouth College, you will only need to send one message to DOL_ILL_MAIL at mail.dol.state.vt.us.

   IL:1234567        Newsweek        rec'd ___________ (date)
    

Dartmouth College will not lend:

Reference, special collections, sound recordings, videos, software

Dartmouth College will lend:

Microfilm, with up to 6 reels per loan

Dartmouth renewals: not available

Dartmouth reserves: not available
 

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Vermont college libraries not listed in Web2

Although it is possible to search several Vermont college libraries with Web2, there are still many, such as Bennington College (B43C) and Green Mountain College (P86G), that are not part of Web2.  When you do not find what you need in Web2 and send a request to DOL ILL, you often receive an email with the VUC symbols for college libraries that are not in Web2.  For the complete list of these email addresses, see Email addresses for Vermont colleges.

As with the smaller college library databases in Web2, you must use the Vermont college libraries not listed in Web2 whenever possible before DOL ILL will borrow from Middlebury College, UVM or Dartmouth College for you.

You are not, however, expected to search the online catalogs of Vermont college libraries not listed in Web2. DOL ILL staff does this automatically before sending any requests to Middlebury College, UVM or Dartmouth College.

Availability (Is what I want available to borrow?):  although not listed in Web2, these college libraries have their own  online catalogs listing items as available or not.

Web2 requests

1. Check DOLcat, VSCcat, PUBcat and the public library databases and K12cat.  Check additional Web2 databases if you wish.

2. If you do not find what you need, go to the "blank ILL forms" at the bottom of the Web2 "Other Libraries" search screen.

3. Choose "ILL form to request a book."  To request photocopies, see Requesting periodical articles.

4. Complete the form with as much information as you can obtain.  The email address for DOL ILL is included in the form.

5. DOL ILL staff will email you the libraries (i.e. locations or "locs") that have what you need.

6. If the library that has what you need is in DOLcat, PUBcat, a Web2 public library database, K12cat or one of the smaller college libraries in Web2, you can go to Web2, find what you need and send a Web2 request.

7. If the library that has what you need is a Vermont college library not in Web2, use the blank ILL form at the bottom of the Web2 "Other Libraries" search screen and the list of Email addresses for Vermont colleges to send your request.  To request photocopies, see Requesting periodical articles.

Renewals:   contact lending library by email

Reserves:   not available

 

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Email addresses for Vermont colleges

 

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Out of state borrowing

Out of state borrowing takes more time than borrowing from Vermont libraries.  Be sure your patron can still use material that might take several weeks to receive.  You are always welcome to send Web2 requests to DOL ILL with a note asking for Vermont locations only, e.g. "VT locs. only."  If a Vermont library has what your patron needs, but the material is non-circulating, your patron might be willing to travel to the owning library or to request photocopies.  If that is not possible, try out of state. You must always exhaust Vermont libraries and Dartmouth College first.  To be sure your citation is correct and that there are no hidden Vermont locations, always send your request to DOL ILL first before trying out of state.  DOL ILL can often find free out of state locations using OCLC. Traditionally, libraries fill out an ALA Interlibrary Loan Request Form and mail it to out of state libraries. More recently, libraries have begun to accept email requests.  Below are procedures that include both. Please see Requesting periodical articles for your legal obligations if you need an article from out of state.

Web2 request to DOL ILL for correct citations and free locations

1. Check to be sure the item you need is not listed in the Web2 catalogs that you can request from directly (DOLcat, VSCcat, PUBcat, etc.)

2. Send your request to DOL ILL with a Web2 blank ILL form from the bottom of the Web2 "Other Libraries" search screen.  Do not use Web2 blank ILL forms to send requests out of state.

3. Complete the Web2 blank ILL form with as much information as you can obtain to speed your request. Use online vendors, e.g. Amazon.com, to complete cites.

4. DOL ILL sends only Vermont locations unless "o.s. locs" appears with your request.  In the box "list sources," type "free o.s. locs," i.e. out of state locations that do not charge.  Also, list any copies from Web2 libraries that you know are not available, e.g. "B92STM charged out, B733 copy lost."  

5. DOL ILL always gives free locations if they are available. However, many large, out of state libraries charge fees for loans.  Currently, for the libraries that charge, these fees start at $10.00.  To receive locations that charge a fee, add a note to your request such as "o.s. locs., max. $10.00."  

6. DOL ILL will reply with corrections to your citation, if needed, give the source of this citation information, i.e. the verification, plus several out of state locations.  The usual source for verification and out of state locations is OCLC, the national database for libraries.  OCLC locations have three character symbols.   

   Ex. DOL ILL message:  Corr. author: Robinson, Rowland     OCLC #1234567   
   free locs: PPN, SNN, MTH, AUM, NHL 
    

7. Translate these symbols by looking them up in OCLC's WorldCat Registry, Advanced Search page.   When doing an OCLC symbol search pub quotation marks arount the symbol, e.g., "PPN."  This will narrow your search to the library with that particular symbol.
    
8. You may also find the item you need in WorldCat with names of owning libraries and links to owning library catalogs.  Remember that these libraries may charge fees.

Out of state requests for books, audiovisuals, etc. (see also Requesting periodical articles) 1.  Using the link from an owning library in WorldCat or a Google search, find the owning library's online catalog and check to be sure that the item you need is available.

2.  On the owning library's web site, locate the email address for the ILL office.
    
3. Send an email to the owning library's ILL office with the complete citation for the item you wish to borrow and the OCLC number.  Ask if the library would charge a fee for this loan.  Ask if the library is willing to accept an email request from your library.  Give your own name and your library's mailing address and phone number.
   
4. If you are asked to send an ALA Interlibrary Loan Request Form (2002 version is current), fill it out according to the following steps.
    
5. Request date is the date you mail the form.   Request number is your library's request number.   Client information is your patron's name. This information is for your records as you will be keeping a copy of the form.  You may assume that all libraries protect patron confidentiality.

6. Next give the name and mailing address of your library.  In the space below, give the same for the library you are requesting from.

7. Under Citation information , fill in the book or audiovisual citation as given by your source, e.g. DOL ILL, Worldcat, OCLC, Amazon, etc.  Series line may be blank as not all titles are part of a series.

8. At Verified in , give the OCLC number, i.e. "verified in OCLC #1234567" or "verified in Amazon."  In case there is any wrong information in your cite, the lending library can quickly go back to your source.

9. Use your own name in the blank for Authorization .

10. In the next column, use the Charge information section for the maximum fee your patron will pay. Currently, library fees start at $10.00.  Your maximum may be $0 if DOL ILL gave you "free locs."
     
11. Either copy the ALA ILL form into the body of your email message or send it as an attachment.

12. Another option is to snail mail two copies of the ALA form, printing a third for your own records.  It is a courtesy to include your library's mailing label with the form. 

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It can be more complicated to request periodical articles than to request books.  Citations for periodical articles are complex.  Also, all ILL requests for periodical articles must comply with copyright law.  Still, articles are the best source of information on many topics.  Libraries that subscribe to Vermont Online Library (VOL) should check VOL before requesting in case VOL contains full-text of the article needed.

 

1. All libraries must follow U.S. copyright law.

2. You may use any number of full-text articles from the Vermont Online Library without violating any copyright law.

3. However, libraries may receive only five articles published in the last five years per periodical per year through ILL without having to pay copyright fees. This is the limit for each library, not for each patron.

4. For example, if you receive five Consumer Reports articles in 2009 through ILL and all five articles were published after January 2005 (i.e., within the last five years), you must wait until 2010 before requesting any Consumer Reports articles published after January 2005.

5. Add the copyright symbol "CCG" to all requests for articles published within the last five years.  This indicates that you are aware of and complying with the copyright laws.  Include issues published between five and six years ago in this category.

6. You must keep a record for three years of the CCG articles you receive.

7. Add the copyright symbol "CCL" to all requests for articles published more than five years ago.  You may request an unlimited number of CCL articles.

 Maximum cost

1. Many large, out of state libraries charge fees for photocopies.  For these libraries, fees start at $10.00.

2. To try for articles from libraries that charge fees, a patron must be willing to pay up to $10.00 per article.  To request locations that charge fees, add a note with your request such as "o.s. locs., max. $10.00."

3. DOL ILL always gives you free locations first if available.

 List source and/or verification

1. Give the source of your citation, e.g. Vermont Online Library, ERIC journal article (EJ) number, the author and title of the book that listed the cite, or a web address.

2. If your patron provides a cite, but cannot give a source, list source as "patron info."

 Articles from Vermont libraries and Dartmouth

1. Use a Web2 blank ILL form to request an article from a periodical.  For these forms, go to the bottom of the Web2 "Other Libraries" search screen.

2. Even if you find the periodical you need in Web2, use a Web2 blank ILL form to send your request.

3. Give as complete a citation as possible with the author and title of the article, the name of the periodical, volume, date and paging.

4. Always include the proper copyright symbol.

5. If the periodical is at the Dept. of Libraries, Middlebury College, UVM or Dartmouth, use a Web2 blank ILL form to send your request to dol_ill@mail.dol.state.vt.us.

6. If the periodical is at any other Vermont library, send your request to the owning library.  For email addresses, go to Email addresses for Vermont colleges and the Vermont Library Directory.

7. If you need help completing a citation or locating a periodical, use a blank ILL form to send your request to dol_ill@mail.dol.state.vt.

 Articles from out of state libraries

1. Begin by sending a Web2 request to DOL ILL for a correct citation and/or free locations.  For these forms, go to the bottom of the Web2 "Other Libraries" search screen.  See Web2 request to DOL ILL for correct citations and free locations for details.

2. Do not use a Web2 blank ILL form to request from out of state.

3. When you know which library has the periodical you need, use a Google search to find the owning library's online catalog and check to be sure that the periodical issue you need is available.
    
4. On the owning library's web site, locate the email address for the ILL office.

5. Send an email to the owning library with the complete citation for the periodical article and the OCLC number for the periodical.  Ask if the library charges a fee for this photocopy.  Ask if the library is willing to accept an email request from your library.  Give your own name, your library's name, mailing address and phone number.
   
6. If you are asked to send an ALA Interlibrary Loan Request Form (2002 version is current), fill it out according to the following steps.

7. Request date is the date you mail the form.   Request number is your library's request number.   Client information is your patron's name. This information is for your records as you will be keeping a copy of the form.  You may assume that all libraries protect patron confidentiality.

8. Give the name and mailing address of your library.  In the space below, give the same for the library you are requesting from.

9. Under Citation information , fill in the section beginning "serial title" with the name of the periodical and the citation, accurately transcribing all of the information from your source.

10. At Verified in , give the source of your citation, e.g. Vermont Online Library, ERIC journal article (EJ) number, the author and title of the book that listed the cite, or a web address.

11. At  Request complies with , check off the proper copyright symbol (see Copyright).

12. Use your own name in the blank for Authorization .

13. In the next column, use the Charge information section for the maximum fee your patron will pay. Currently, fees start at $10.00.  Your maximum may be $0 if DOL ILL gave you "free locs."
     
14. Either copy the ALA ILL form into the body of your email message or send it as an attachment.

15. Another option is to snail mail two copies of the ALA form, printing a third for your own records.  It is a courtesy to include your library's mailing label with the form.

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Requesting information

ILL is not just for books, audio-visual materials and articles.  You may also request information of any kind. DOL ILL staff in Montpelier will try to fill your request using all DOL resources.  If that is not possible, the DOL UVM Access librarian will search the UVM collections as well.

1. To request information, go to the Web2 blank ILL forms at the bottom of the Web2 "Other Libraries" search screen.

2. Choose "ILL form to request materials on a particular subject."

3. Complete the form giving all the details you have.  Include the patron's source of information with any dates or possible Vermont connection.  Knowing how the patron will use the needed information can be helpful.

4. Add "o.s. locs." and maximum cost if patron would like to try out of state.

5. The email address with this form is dol_ill@mail.dol.state.vt.us

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Requesting help with ILL

When you cannot locate what you need in the Web2 databases, request help from DOL ILL using a Web2 blank ILL form from the bottom of the Web2 "Other Libraries" search screen.  All Web2 blank ILL forms are set to be forwarded to DOL_ILL at mail.dol.state.vt.us. For help completing the citation for a book or finding locations to request from, use the Web2 blank ILL form for books, giving the information you have.  DOL ILL will send only Vermont locations unless you indicate that out of state locations are wanted.  See also Vermont college libraries not listed in Web2 and Out of state borrowing . For help locating a periodical article, use the Web2 blank ILL form to request a periodical article and the instructions in Requesting periodical articles.   Libraries that subscribe to Vermont Online Library (VOL) should check it before requesting in case VOL contains full-text of the article needed. For help answering a reference question or locating information on any topic, use the Web2 blank ILL form to request materials on a particular subject. See also Requesting information.  To obtain as much information as possible from your patron, try the list of questions in the Working with Patrons section of the Overview.   For help with ILL policies and procedures, send email to dol_ill@mail.dol.state.vt.us.

 

Replies from DOL ILL

Sometimes DOL cannot fill your request.  Occasionally we cannot find anything similar or a reasonable substitute.  You need to know the reason for this so you can explain it to your patron. Here are several email messages that you could receive from DOL with an explanation for each: 1.  "No owning library," i.e., item exists, for example in Amazon.com, but DOL ILL staff cannot find a library that owns it. 2.  "Too new," i.e., item was published within the last six months and is too new to borrow through ILL. 3.  "Can't verify," i.e., cannot find item as requested or anything else that might be similar in a lending or non-lending source.

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LENDING

1. Check your email at least twice per week for requests.

2. Print request messages to use as you check your catalog and shelves.

3. Reply promptly to requests, stating whether or not a request will be filled.

4. When you cannot fill a request, always give the reason.

1. Charged out:  requesting library could ask for a reserve or try requesting elsewhere.

2. Non-circulating:  requesting library could suggest to patron that s/he visit your library to use item on-site or try requesting elsewhere.

3. Missing or lost: requesting library will know not to re-request that item from your library.

5. If you receive a request that was sent using a Web2 blank ILL form, the request will have the return email address requestform at dol.state.vt.us.  Be careful not to send a reply message to requestform at dol.state.vt.us, but to address your reply message to the library that sent the request.

6. If you receive a request with "dolsys" in the return email address, be careful that your reply has the correct address for the library that sent the original message.

1. Lend as generously as possible.

2. You may not request any type of material that your library will not lend, e.g. if your library does not lend videos, you may not request any.

3. Give longer loan periods to allow for mailing, contacting  patrons, etc.  Four weeks is recommended.

4. Add ILL libraries to the other patrons in your library circulation system.

5. Charge out ILL items as you would charge to your own patrons so that you have easy access to your records should you have another request for an item loaned through ILL.

6. For each item that you lend

• Mark it with your library's name and address.

• Include the due date.

• Include your library's return mailing label.

• Whenever possible, include a printout of the requesting email message.

1. You are not responsible for any ILL materials damaged or lost

1. In transit from your library to the borrowing library.

2. In transit back to your library from the borrowing library.

2. You are responsible for notifying the borrowing library

1. If you do not receive an item that has been sent.

2. If an item is overdue.

3. You are responsible for sending bills to borrowing libraries when ILL materials are lost or damaged, either by patron or in transit.

1. Respond promptly to requests for renewal.

2. When you do not respond, a library requesting a renewal can assume you have granted the renewal.

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ILL records and statistics

 Records when you request

1. Use a printed request form that patrons can fill out or that you can complete for patrons who request by phone.  See Patron request form.

2. On the patron request form, include

1. All information about request that patron provides.

2. All information you collect.  Note your source(s) for this information.

3. Library catalogs you check.

4. Libraries that own the item needed.

5. Library you send the request to and the date you send it.

6. Request number you assign to the request.

3. Keep patron request forms for record keeping and statistics.

4. File patron request forms consistently by title.

5. You may also need a copy of your patron request forms filed by patron name.

 Records and statistics when you receive a loan

1. Use your patron request form to record the lending library and due date.

2. To be sure that all library ILL staff follow any special instructions from the lender, write these instructions on a "book band" you place on the borrowed material before charging it out.

• Special use instructions include "in-library use only."

• Special mailing instructions include "ship in a box" or "use UPS."

3. If there are no lender restrictions, charge out ILL materials as you charge out materials from your own library.

4. Assign a due date for your patron, allowing time to mail the item so it is received by the lender's due date.

5. Contact the patron for pick up and record the date of contact and form of contact (phone, email, etc.), especially when you leave a message with someone other than the patron.  Protect confidentiality by not leaving titles of ILL items in a message.

6. For loans from Dartmouth College, send the required messages to dol_ill_mail@mail.dol.state.vt.us.  See Dartmouth College.

7. Record the date you return an item to a lender on the patron request form.

8. At the end of each month, record the total number of ILL requests for your statistics.

• Record the number of requests you send as well as the number of your requests that are filled.

• You may wish to record subtotals by type of material (books, videos, etc.) borrowed and loaned.

9. After ILL materials are safely returned, discard your records to protect patron confidentiality.

10. If you need to keep ILL records longer, "black out" patron names.

 Records and statistics when you receive photocopies

1. On your patron request form, record the library that sent the article and the date you received it.

2. No need to charge out photocopies.

3. Contact the patron and record the date of contact and the form of contact on the patron request form, especially when you leave a message with someone other than the patron.

4. For photocopies from Dartmouth College, send the required message to DOL ILL.  See also Dartmouth College.

5. At the end of each month, record the total number of ILL requests for your statistics.

• Record the number of requests you send as well as the number of your requests that are filled.

• Keep a record of each CCG article received, filing it by periodical title and holding it for three years to comply with copyright law.  See also section on Copyright in Requesting periodical articles.

6. If you receive a total of five CCG articles from the same periodical during a calendar year, you may not request any more CCG articles from that periodical until the next year.

7. Discard your records for CCL articles after your patron has picked up the articles and you have recorded your statistics.  See also section on Copyright in Requesting periodical articles.

 Records and statistics when you lend materials

1. When you lend to a library, add that library to your circulation system.

2. Charge out ILLs as you charge out materials to your own patrons.

3. Discharge ILLs when they are returned.

4. Add each loan to your ILL statistics.

• Record the number of requests you receive as well as the number of requests that you fill.  Include any requests for photocopies.

• You may wish to keep subtotals by type of material (books, videos, photocopies, etc.)

5. To protect patron confidentiality, do not keep any record of the names of the patrons of libraries you loan to.

6. Send overdue notices and bills to libraries borrowing from you as you would to your own patrons.

1. Required for the Vermont Department of Libraries' annual Public Library Report

• ILL statistics are used for federal reporting.

• ILL statistics are used to support VALS and other Department services.

2. Use to justify your postage budget

• Compute the average cost of mailing a book.

• Multiply by the number of items borrowed and loaned.

3. Use to justify your ILL costs

• Compute the "fill" ratio by dividing the number of items you receive by the number of items you request to show how frequently the requests you send are worth the effort.

• Using an average book price, compute what you have saved by using ILL instead of purchasing materials.

4. Use to justify an increased book budget

• May indicate you must request items your patrons repeatedly want.

• May indicate you request more than other libraries of a similar size, suggesting you need a larger collection and/or more space.

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ILL policies and procedures at your library

Written guidelines for your own library's service

1. Helps your staff offer ILL service consistently to all patrons.

2. Answers questions from patrons or other librarians about your service.

3. Makes training new ILL staff easier.

4. Makes filling in for absent ILL staff easier.

 Policies for your patrons may include

1. Responsibilities of ILL borrowers

1. Pick up all material promptly or let library know if material is no longer wanted.

2. Return ILL material on or before due date.

3. Return any recalled ILL material as soon as possible.  See also mention of Recalling in the Overview .

4. Request renewals before material is due.

5. Pay for any damaged or lost materials.

2. Consequences if patron does not fulfill above responsibilities.  For example

1. Patron is denied ILL service for the balance of the calendar year.

2. Patron is restricted to in-library use of ILL materials.

3. Maximum number of items each patron may borrow at one time through ILL.

 Borrowing procedures for your library may include

                                  1.  How to record incoming ILL requests from your library's patrons.

2. How to correct and complete patron information.

3. How to search for requested materials.

4. How to place requests.

5. How to charge ILL materials out to your patrons.

6. How to set due dates for your patrons for ILL materials, e.g. set patron's due date two days before lending library due date to allow for return mail.

7. How to borrow from out of state libraries.

8. Any other procedures related to ILL. 

 Lending policies for your library may include

1. Loan periods

1. Usually the same as for your own patrons, but each library may choose.

2. May differ according to type of material.

2. Types of material your library will not loan through ILL.  Remember that your library may not request a type of material that it does not loan.

3. Types of material that are loaned for in-library use only, e.g. reference.

4. Loaning status of new/high demand books.

5. Mailing instructions, e.g. videos must be returned in a box.

 

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GLOSSARY

1. Borrower or borrowing library:   Library that sends a request to another library.  Also refers to a library that receives loaned items from another library.

2. CBEC :  Abbreviation for Children's Book Exhibit Center at the Vermont Dept. of Libraries.  The CBEC collection of books and other materials for children and librarians is listed in Web2 DOLcat.  All CBEC materials are available for loan.  Send Web2 requests for CBEC materials to DOL_ILL at mail.dol.state.vt.us.

3. CCG :  Copyright Compliance Guidelines, from the U.S. copyright laws.  CCG refers to articles published in the past five years.  Libraries may receive copies of only five CCG articles from a single periodical title during a single year through ILL.  Libraries must retain for three years all records of CCG articles received.

4. CCL :   Copyright Compliance Law, from the U.S. copyright laws.  CCL refers to articles published more than five years ago.  Libraries may receive any number of CCL articles through ILL and are not required to retain any record of these transactions.

5. DOLcat :  Web2 catalog for the Vermont Dept. of Libraries.  Almost all of the materials in these collections are available for loan.

6. DOL ILL:   The Vermont Dept. of Libraries ILL office located in Montpelier.

7. ERIC:   National database of resources related to education, http://www.eric.ed.gov/ . ERIC resources are available through ILL.

8. Holdings :  Materials owned by the library, usually listed in a library catalog.

9. Holding codes:   Codes used to represent the library whose holdings are listed in PUBcat or K12cat.

10. ILL :    Abbreviation for interlibrary loan.

11. K12cat:   Web2 catalog for Vermont school libraries on the "Other Libraries" search screen.  Send Web2 requests to the owning school library.

12. Lender or lending library:   Library that receives a request for an ILL and/or lends materials from its collection to another library.

13. LIB SCI:   Abbreviation for the Library Science collection at the Vermont Dept. of Libraries.  The Library Science collection contains materials on best practices for librarians and is listed in Web2 DOLcat.  Almost all LIB SCI materials are available for loan.  Send Web2 requests for LIB SCI materials to DOL_ILL at mail.dol.state.vt.us.

14. Location:   Abbreviated as "loc."  Library or other institution that will supply an ILL. Locations are represented as VUC symbols and listed in the DOL Vermont Library Directory, e.g. B733 is the symbol for the Brooks Memorial Library in email messages from the DOL ILL Office.  See also OCLC symbol below.

15. Non-circulating:   Abbreviated as "non-circ."  Term to describe items a library will not lend, but will allow patrons to use in the owning library.  Usually refers to reference materials and older or more fragile materials.

16. OCLC:   Originally referred to a collaboration project among Ohio college libraries.  No longer an abbreviation, but the name for the organization that maintains the largest library database in the world, trusted by librarians for its accuracy.

17. OCLC number:   Unique number assigned to each bibliographic record in the OCLC database.  Libraries use OCLC numbers to indicate that the citation they are using matches an OCLC record, considered an accurate source.

18. OCLC symbol:   Three-letter symbols for libraries in the OCLC database, e.g. MTH is the OCLC symbol for Mount Holyoke College.  OCLC symbols are used to represent the names of out of state libraries in email messages from DOL ILL staff.  There is a directory of OCLC symbols at http://www.oclc.org/contacts/libraries/default.htm and WorldCat Registry at http://www.worldcat.org/webservices/registry/xsl/search-advanced.

19. PUBcat:   Web2 catalog for Vermont public libraries on the "Other Libraries" search screen.  Send Web2 requests to the owning public library.

20. Recall:   Request from a lender for return of loaned material before due date.  Lenders are always permitted to recall loaned materials and borrowers are always obligated to attempt to comply.

21. REF&LAW:  Abbreviation for the Reference and Law collection at the Vermont Dept. of Libraries.  The Reference and Law collection contains reference and law books on all subjects and is listed in Web2 DOLcat.  REF&LAW books are available for loan unless too fragile or awkward to mail.  Send Web2 requests to DOL_ILL at mail.dol.state.vt.us.

22. Replies:   Messages sent by libraries in response to ILL requests.

23. Request:   Message sent from one library to another asking to borrow materials, asking for photocopies or for information on a particular topic.  

24. Request number: Unique, sequential number assigned to each request sent by a library.  

25. RLS:   Abbreviation for the Reference and Law Services Unit at the Vermont Dept. of Libraries. Unit is responsible for the Department's reference collection, law library, library science collection, Vermontiana, Vermont newspapers on microfilm and grant resources, plus the DOL ILL Office.

26. SSI SSH:   Abbreviation for the Special Services Unit at the Vermont Dept. of Libraries.  The Unit provides library services to Vermonters who are physically and/or visually handicapped.  The Unit lends its extensive collection of large print books that is listed in DOLcat.  In messages from DOL ILL Office staff, the Unit is referred to as "SSU."  Send Web2 requests for SSU large print to SSU at mail.dol.state.vt.us.

27. Supplier:   Library that lends materials and/or provides another library with materials that do not need to be returned, usually  photocopies.

28. VALS:   Vermont Automated Libraries System, the Vermont Dept. of Libraries' Web2 catalogs, library databases and other links.

29. Verify:   To confirm the accuracy of information given in an ILL request.  Used in a statement giving the source that confirms the accuracy of a citation.  See example below at "Vfd abbrevation.," the abbreviation.

30. Vermont Online Library (VOL):   Databases and other resources offered to Vermont libraries by the Vermont Dept. of Libraries.

31. Vfd.:   Abbreviation for "verified," e.g. "vfd. OCLC #1234567," used following an ILL citation to indicate that a matching citation with that same OCLC number is in the OCLC database.

32. VSC:   Vermont State Colleges, i.e. Johnson State, Castleton State, Lyndon State, Vermont Technical College and the Community College of Vermont.  Holdings for the VSC are in Web2 VSCcat on the "Other Libraries" search screen.  Send Web2 requests to the owning VSC college.

33. VUC symbol:   Vermont Union Catalog symbols for Vermont libraries used in email messages from the DOL ILL Office.  For example, the VUC symbol for the Brooks Memorial Library in Brattleboro is B733.  VUC symbols are listed in the Vermont Library Directory and in the list of library email addresses in PUBcat and K12cat.  The Vermont Union Catalog also refers to the card file predecessor to the Web2 catalogs.

34. Web2:   http://web2.libraries.vermont.gov/  Internet-based library catalogs for many Vermont libraries.  Web2 is supported by the Vermont Dept. of Libraries and is also referred to as VALS.

This program  is supported by the Institute of Museum and Library Services, a federal agency, through the Library Services and Technology Act as administered by the Vermont Department of Libraries.