Requesting materials from out-of-state locations

If a requested item cannot be found in Wisconsin, requests are routinely referred to libraries in other states. If the borrowing library does not want a request referred to out-of-state locations, they should indicate their preference in the Special Instructions field on the request form. Example: OS:N (Out of State: No) is sufficient to notify an ILL clearinghouse that such a referral is not desired.

The Reference and Loan Library has a reciprocal cooperative arrangement with MINITEX, a clearinghouse which refers requests to libraries in Minnesota, North Dakota, and South Dakota. These referrals occur automatically for libraries using WISCAT ILL as their ILL management software.

Sending requests to MINITEX is a routine part of the Reference and Loan Library's referral process. MINITEX locations are used before requests are sent to other out-of-state locations. Many MINITEX locations are willing to lend audiovisual materials.

In return for the excellent service MINITEX provides, Wisconsin libraries are asked to loan materials to MINITEX for their member libraries. MINITEX uses WISCAT ILL with many of the Wisconsin libraries. They also use OCLC with Wisconsin public library systems if they have a reciprocal agreement with them.

Any titles received from or loaned to MINITEX libraries can be shipped through statewide delivery (mark the item clearly for MINITEX) or the mail. All items received from MINITEX libraries must be returned to the MINITEX office so their records can be cleared. Libraries should not return MINITEX materials directly to the owning Minnesota, North Dakota or South Dakota library unless the item has been borrowed directly from that library (not through MINITEX). Failure to return materials to MINITEX will result in overdues and bills being issued, since the item appears not to have been returned.

When requests cannot be filled in Wisconsin or borrowed through MINITEX, the Reference and Loan Library routinely refers requests to libraries in other states using OCLC. This process can add additional referral time to the request, as each OCLC location has four days to respond to a request.

Many, but not all formats may be requested from out-of-state libraries. We do not refer to out-of- state libraries for:

• computer software
• popular music in audiocassette or compact disk format
• feature films on videocassette or DVD
• fictional talking books on audiocassette or compact disk format
• requests that have less than 10 days before the deadline date
• titles that are currently "too popular" to be filled anywhere

All requests that do not indicate that an out-of-state referral is unacceptable, will be sent on OCLC with a five location lender string to out-of-state libraries. There is no charge to the borrowing library to have a request refer to another state. The borrowing library must, however, pay the postage to return the material to the lending library.

The Reference and Loan Library does not have the ability to pay fees to borrow materials from out-of-state libraries. If there is a cost to borrow from a particular lender, the borrower will receive a reply of "13" (charges) plus the library’s OCLC code. Then it is up to the local library or the library system to decide whether to pursue borrowing the item. The Reference and Loan Library does not have the bookkeeping capability to borrow materials from libraries that charge on OCLC and then bill the requesting library for the balance. Public libraries cannot charge their patrons for any part of the costs related to interlibrary loan (including return postage), since interlibrary loan is considered a basic library service.

What should I do if the wrong item is received or the photocopy is incomplete? The best course of action to take when there is a problem with an item received through interlibrary loan is for the borrower to go directly back to the lender. It is best to do this while the paperwork and item are at the borrowing library. The lender will often be able to correct the error quickly and without the need for submission of a new request. The borrower may need to submit a new request if the error was made by the borrowing library or if the error was made during the referral process. If you have trouble identifying the lender or need address and/or phone numbers, please contact your system clearinghouse or the interlibrary loan librarian at the Reference and Loan Library.

Why did I receive an interlibrary loan item for which I do not have a request? Sometimes a lending library will not pay careful attention of the specific "ship to" library indicated on a request and ship to the wrong library. If you receive such an item, please do not send the item back to the lender. Call or email the interlibrary loan librarian at the Reference and Loan Library as soon as possible. It is easy for staff at the Reference and Loan Library to determine which Wisconsin library should have received the item. You may be asked to forward the item to the correct borrowing library, generally through the statewide delivery.

What happens if a bill is received with the requested title? If the bill is for the loan of an item, lenders are asked to send bill directly to the interlibrary loan librarian at the Reference and Loan Library. Bills for overdue or lost materials are the responsibility of the borrowing library. Please do not ignore the bill or send it back when the book is returned.

If you have questions about the referral of out-of-state requests, please contact the interlibrary loan librarian at the Reference and Loan Library, Terry Wilcox, at (608) 224-6163, toll free at (888) 542-5543 Extension 4, or email terry.wilcox@dpi.wi.gov.

Last updated on 5/20/2008 9:35:35 AM