SHARES Interlending, Document Supply, & On-site
Procedures
Interlending and document supply
These updated and revised guidelines supersede
Chapter 1 of the 1996-2000 RLG SHARES Manual.
An old version of the SHARES packaging guidelines is available here (.pdf: 27KB/2 pp.). The SHARES Documentation Working Group invites you to weigh in on which portions of these guidelines should be restored to the SHARES Web site and re-embraced as SHARES policy. Post your comments to rlg-shares-ill-l@oclc.org.
Requests
SHARES participants can use any ILL system that converses with OCLC's WorldCat Resource Sharing (WCRS). But all SHARES requests must pass through WCRS and use IFM (ILL Fee Management) as the payment method.
Using OCLC's Policies Directory, participants can, if they choose, limit incoming requests from other libraries to just SHARES libraries. Special instructions are available for using OCLC systems for SHARES activity:
Turnaround service standard
From request to delivery, turnaround time should not
exceed ten working days. Lenders should respond to requests within
three working days. Material should be delivered within seven working
days.
Liberal lending policies
SHARES partners lend dissertations, theses, and other
normally noncirculating material generously. Borrowers should attempt
to locate a circulating copy before sending a request for material in a
special collection or noncirculating collection. No per-request limit
should be placed on the number of volumes or microform reels to be
supplied.
35-day loan period
Loans are set to include four weeks for patron use and
one additional week for return of the material to the lender. The
borrowing partner sets the due date at the day the user should return
the material for immediate return to lender.
Recalling loaned material
Lenders may recall material when it is needed locally.
Recalled material will be returned by second-day air.
Delivery methods
An insured courier must be used for returnable material.
Ariel® and Odyssey are the preferred methods of
delivery for photocopies, although fax, an insured courier, or
first-class mail may be used. Airmail is used to return borrowed
material. Expedited, next-day delivery is available at cost to
borrower.
No automatic blanket restrictions
No automatic blanket restrictions (for example, "for use
only in the library" or "no renewals") are permitted. Restrictions may
be placed on loaned material item by item or under unusual
circumstances, such as bequest restrictions.
Temporary suspensions
In unusual circumstances, lenders may suspending or
limit ILL lending. An announcement should be submitted to the
electronic interlending discussion list (rlg-shares-ill-l) to alert
partners to the beginning and end dates of reduced service. Staff can set their supplier status temporarily to non-supplier via the Policies Directory.
Photocopies
Lenders supply a minimum of 50 exposures free of charge
when filling patron-initiated photocopy requests. Copy requests for
preservation microfilming projects and collection maintenance are also
included within the SHARES copying guidelines, with no limit on the
number of exposures.
In-process material
Lenders will rush-catalog or lend uncataloged material
if a title is not available from other SHARES partners.
Net-lending reimbursement
SHARES participants use OCLC's ILL Fee Management (IFM) when filling loan and copy requests for program partners, following this pricing structure:
- For photocopies/nonreturnables, $10 for each loan.
- For books and other returnables, $10 for each net loan within the continent or geographic group and $30 for loans between continents.
- Credits and debits show up each month on every SHARES librarys OCLC bill, mixed in with all other IFM activity.
- A special view of SHARES IFM activity is available each month via the OCLC Resource Sharing Usage Statistics.
Exceptions:
- The Library of Congress does not charge for loans within the United States.
- SHARES art libraries do not charge one another for loans and copies supplied; they do charge (and pay to borrow from) other SHARES partners.
On-site access
These updated and revised guidelines supersede
Chapter 7 of the 1996-2000 RLG SHARES Manual.
On-site access privileges through the SHARES partnership
permit faculty, emeritus faculty, students, and academic and
professional library staff of partners' institutions to use the
collections and services at other SHARES libraries. The following
general policies apply:
Identification
Visitors must present a currently valid institutional ID
card. A photo identification may be requested if the ID does not
include a photograph.
Collection access
In-library use of material is permitted, but visitors
are not granted borrowing privileges. When libraries have restricted
stack access, visitors will receive the same degree of access accorded
their peers at the host institution; for example, visiting faculty will
be accorded local faculty stack privileges. Access to special or
restricted collections or materials is possible if arranged in advance.
Who's included
On-site access does not extend to alumni, retired
faculty (except for emeritus faculty), courtesy or fee borrowers,
spouses, or docents; or to faculty, staff, and students from non-SHARES
units affiliated with SHARES participants.
Existing agreements
Local protocols take precedence over the SHARES on-site
access guidelines. For example, participating institutions in the same
region may have established more liberal policies or more specific
guidelines for each other's clientele.
Available services
Visitors can expect these services:
- Reference consultation
- Photocopying at the local constituency rate
- Database search services at the local constituency
rate
- Other services available to comparable groups at the
host institution
Special arrangements may be available for using unique
local resources and electronic databases that are restricted by license
agreements. Visitors will not receive direct ILL borrowing services;
for example, the visitor cannot present an ALA ILL Request form and
expect to carry out the requested item.
Hours
On-site access is available during the institution's
regular business hours. To verify hours, holiday access, and access to
departmental libraries and special collections, contact the SHARES
liaison in
advance.
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