Policies and Procedures for Interlibrary Loan

Table of Contents

  1. Interlibrary Loan Service and Eligibility
  2. Materials that may be requested
  3. Materials that may not be requested
  4. Requesting Materials
  5. Receipt of Materials / Delivery Options
  6. How long can you keep Interlibrary Loan Materials
  7. Fines for lost or damaged materials
  8. Contact Information

Interlibrary Loan Service and Eligibility

Interlibrary Loan Services provide access to books, journal articles, dissertations and other materials that are not owned by the Johnston Memorial Library for eligible users.  Eligible users of Interlibrary Loan Services include VSU faculty, staff and students.

Please note that we cannot accept orders for textbooks for currently offered courses.

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Materials that may be requested

  • Books
  • Journal articles
  • Chapters from books
  • Theses and dissertations
  • Items that are owned by the VSU Library with the status of: “lost”, “missing”, or “at bindery”.
  • Audio-Visuals

Please Note:  Many institutions will not lend newly published books or certain audiovisuals.  We will attempt to borrow but be aware that we may not receive all requested items.

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Materials that may not be requested

  • Textbooks
  • Entire issues or volumes of journals
  • Reference materials
  • Rare materials
  • Software
  • Materials in fragile condition
  • Materials that are owned by the VSU Library.

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Requesting Materials

Please use ILLiad to place all of your requests. Please do not email requests to the Interlibrary Loan Office.

Please check the VSU catalog or the Journal Locator to be certain that the material you need is not already held by the University Library. 

Please cite the source of your information if possible.  In case of electronic sources, this can include the name of the database you used or the URL of the web page or database containing your reference.  If your citation came from a book or article, please provide the complete bibliographic information, including page numbers.  In the case of a journal, giving us the complete title rather than the abbreviation helps us to process your request more quickly. This information helps us, and the lending library identify exactly what you need.  If you are at all unsure of the required information, please stop by the Reference Desk in the Lindsay Montague Building for assistance.  Please allow a minimum of 7 to 10 days for materials to arrive.  The VSU library cannot guarantee delivery by a specified date.

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Receipt of Materials / Delivery Options

The Interlibrary Loan Office will notify you when materials arrive by the preferred method of delivery notification chosen when you created your ILLiad account.  Options for delivery notification include e-mail, telephone or mail.  Materials are picked up at the Reference Desk in the Johnston Memorial Library, 1st floor.   Materials picked up at the last minute will still be due at the time specified by the lending institution.   Occasionally materials are sent “Library Use Only.” These materials are not to leave the Library.   Journal articles, which are yours to keep, will be mailed to your campus or home address unless you prefer to pick them up at the Library.

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How long can you keep Interlibrary Loan Material

The due date is determined by the lending institution and is usually 2 to 6 weeks.  Please make every effort to complete use of the Interlibrary Loan material within the original loan period.  Failure to return Interlibrary Loan materials on time may jeopardize future borrowing privileges for you and for this library.  If you need a renewal and the material you received is renewable, please make that request BEFORE the due date using your ILLiad account. Requests for renewal for overdue material will NOT be made.  Renewals are at the discretion of the lending library.  Only one renewal period is granted per title with the renewal period generally being two weeks.  You will be notified of the new due date if the renewal is approved.

Please Note:  A lending library’s first obligation is to its own patrons. If a book is loaned to us and then needed by the lender’s patron, it may be recalled at any time.  If this occurs, you will be contacted to return the book as soon as possible and we will request the book from another lender.

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Fines for lost or damaged materials

Books and other materials borrowed through Interlibrary Loan for our users are the property of the lending institution, not of Virginia State University.  Borrowers are responsible for the cost of replacing lost or damaged materials.  Replacement costs will be assessed in accordance with the lending library’s loan policy.

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Contact Information

Interlibrary Loan Office
Johnston Memorial Library
Virginia State University
1 Hayden Drive
Telephone: 524-6944
Monday-Friday 8 a.m. – 5 p.m.
Fax: 524-5482

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