VI. Interlibrary Loan

In order to facilitate the successful lending and borrowing of items among VLC member libraries, all members should adhere to the following policies. These policies only pertain to interlibrary loans among Valley Library Consortium member libraries.  All members agree to follow the "ALA Interlibrary Loan Code for the United States" available on the ALA website (http://www.ala.org).  The list of VLC ILL contacts is available on the VLC Members website (http://members.vlc.lib.mi.us).


A.  Fines

Fines are charged for overdue interlibrary loan materials at the discretion of the transaction library, and the transaction library keeps all fines collected from these materials. However, these fines are based on the policies of the owning library.

B.  Lost, Claimed Returned, and Missing

VLC will send a “Report of Lost ILL" twice a year to each member library listing the items they own that have been lost while on loan to another library. This report will include borrower and item barcodes, title, and transaction library information. The owning library bills the ILL Billing Contact of the transaction library based on this report. Do not check the item in, as this will remove the link between the item and the patron. Libraries should not change an item’s status to “Checked In” unless they actually have the item in hand and should not pay for a lost item until the owning library bills them.

C.  Damaged Items

If an ILL item comes back to the transaction library damaged (this includes an item with missing pieces as in the case of audiobooks), the transaction library calls the owning library to determine if full or partial payment will be due. The transaction library may chose to set the status of that item to “Lost” and then puts a note in the borrower’s record that the item was returned damaged.  This maintains the link between the item and the borrower.

If the owning library does not need to inspect the item:
If the owning library only requires partial payment, the transaction library checks the item in using damaged mode and sends the item back addressed to the ILL contact at the owning library with a note detailing the damage.  If the item is beyond repair/replacement and the owning library requires full payment, then the item should never be checked in so it will remain as lost on the borrower’s record. Eventually the item will appear as lost on the Lost ILL report and the transaction library will receive a bill.

If the owning library needs to inspect the item:
The item should be returned to the owning library, which will inspect the item and contact the transaction library to tell them the amount to be charged or that the item is damaged beyond repair.  In the case where the item is only damaged, the owning library should NOT check the item in until the transaction library has done a damaged check in. If the item is beyond repair/replacement and the owning library requires full payment, then the item should never be checked in so it will remain as lost on the borrower’s record. Eventually the item will appear as lost on the Lost ILL report and the transaction library will receive a bill.

D.  Yellow Bands

The yellow VLC flags should be used for all ILL items going to VLC member libraries. Books should be wrapped with the long version of the flag and the ends taped together inside the front cover or tucked under the edges of the book jacket. The smaller flag should be used for CDs, videos and cassettes. The smaller flag may be put between the jewel case and the paper cover (when possible) or taped to the cover of these items using removable tape. Flags should be easily seen, not cover the item’s barcode (if possible) and have the code for the library to which it is being sent clearly circled. When returning items, be sure to cross off any previously circled agency codes and clearly mark the code for the new destination.

E.  Dead Requests

An “Unfilled Requests” Report will be sent periodically to member libraries so they can inform their patrons of a request that it is no longer possible to fill.

F. Request Pull List
This list needs to be run at least once a day everyday that the library is open.