University of Connecticut

DD-ILL FAQ

Document Delivery & Interlibrary Loan is committed to providing you excellent service and strives to expedite each request using the most efficient method available.

Our membership in a variety of consortia supports our mission. These consortia include, but are not limited to, the Boston Library Consortium, the Connecticut Library Consortium, the Center for Research Libraries, the Global Sharing Program, the Latin American Research Resources Project, Northeast Group Access, and RapidILL.


I need it FAST! What should I do?
Thanks to our lending partners and systems, we are set up to automatically get your item in the fastest manner possible. Just make sure that your citation is complete and ensure that the ISSN/ISBN field in the ILLiad form is filled in. Altering the form’s citation fields to indicate “RUSH” (for example, adding “Rush” to the ISBN field) will slow it down.

What is document delivery & interlibrary loan (DD-ILL) and ILLiad?
Document delivery and interlibrary loan (DD-ILL) is a cooperative effort that allows UConn students, faculty, and staff to borrow and obtain materials (such as books, films, CDs, articles, and chapters) from other libraries and institutions when not available in UConn’s collection. We adhere to the Interlibrary Loan Code for the United States as well as to consortia and regional agreements; we adhere to copyright and fair use guidelines. ILLiad is the system you will use to place requests for these materials and manage your account.

Who can use interlibrary loan?
UConn faculty, staff, currently registered students, and sponsored visiting scholars are eligible to place requests via ILLiad.

Can visiting scholars place requests?
If you are a visiting scholar, you may use interlibrary loan (ILLiad) if you have a current, unblocked record in the UConn Library system, a current UConn NetID, and a valid UConn email address. To determine your eligibility, please visit one of UConn’s regional libraries or contact the Babbidge iDesk at 860.486.2518. If you do not have a current UConn NetID and UConn email address, please refer to your sponsoring department for assistance.

What do I need in order to use interlibrary loan (ILLiad)?
To use interlibrary loan (ILLiad), you are required to have a valid UConn NetID, a valid UConn email address, and an active, unblocked library account. To determine whether you have an active, unblocked, library record, you may contact the Babbidge Library iDesk at 860.486.2518. All communications from the DD-ILL office will use your UConn email address; other email addresses are not supported.

What should I do first?
Before you place any requests, complete your profile in our interlibrary loan system, ILLiad.

Where can I pick up the item I’m requesting?
You can choose your pickup location from any of these locations: Babbidge Library, Pharmacy Library, Music Library, Avery Point Library, Stamford Library, Torrington Library, Waterbury Library, or the Hartford Library.

How do I request an article or chapter that is not owned by UConn?
You can request articles and chapters from other libraries’ collections in a few ways, depending on where you find your citation. Always sign in to your UConn Libraries account first in order to see the option to request from DD-ILL. To ensure a thorough search for information, we recommend you start your search for articles in subject databases.

To request an item, simply choose “Request this item from Interlibrary Loan,” or choose “UCONN Full Text.” You may also enter the information manually into the “Article” or “Book Chapter” forms in your ILLiad account. Please provide complete citation information to prevent any delays.

When your article or chapter becomes available, you will receive an email notification. Log in to ILLiad to retrieve your item (PDF). It will remain accessible for 30 days. Please note that incomplete citations will cause a delay in the processing of your request and may prevent us from getting your item.

We ask that you be mindful of how many chapters you request from any one book; if you are looking to obtain more than two chapters from a book, we recommend that you borrow the book as a loan.  As a very general guideline (it will vary by source), we will cannot provide more than 50 pages from any one source.

How do I request an article or chapter that is owned by UConn?
Use the Scan on Demand service. Scan on Demand is available to UConn faculty, staff, and currently enrolled students, and provides for the in-house scanning of journal articles and book chapters held in the UConn Library System. More information can be found on the Scan on Demand page.

How can I borrow a book, DVD, VHS, CD, music score, or other material not owned by UConn?

Search for and request your item in UConn WorldCat.  WorldCat is a catalog of 1.5 billion items held at more than 10,000 libraries. Use WorldCat for items held at other institutions worldwide.

Find the item you want and choose “Request from ILL”:

Request from ILL

Book Tip  TIP: You can increase the chances that your request will be filled by choosing “Yes” in the ILLiad loan request form for the question “Will you accept an alternate edition of this item?”

How do I request a book, DVD, VHS, CD, music score, or other material that is owned by UConn?
Use the Request Service. The Request Service allows UConn faculty, staff, and currently enrolled students, as well as current community borrowers, to request that circulating items from any UConn campus library (Storrs, Music & Dramatic Arts, the Pharmacy Library, Avery Point, Stamford, Torrington, Waterbury, or Hartford) be pulled and held for pickup at the library of your choice. More information can be found on the Request Service page.

How do I track my requests?
You do this two ways:

  1. Track your interlibrary loan (ILLiad) requests by logging in to your ILLiad account. Select the transaction number of the pending request you would like to track. If your item is not on the list, it may be a UConn request (see #2).
  2. Track your UConn requests by signing in to your UConn Library account. Select “Requests” to see your pending list.

If you have requested an item and it is not on either list, contact us with the item information, and we will investigate.

How will I know when my requested item has arrived?
You will receive an email notification to your official UConn email address when your item is ready to view or pick up.

How do I cancel an interlibrary loan ILLiad request?
To cancel a request in ILLiad, please contact us with the item information, including the title and the ILLiad transaction number (TN).

How do I cancel a UConn owned item request?
To cancel a request for a UConn book, sign in to your UConn Library account, click on “Requests” in the left menu, and choose “cancel” under “Actions.”

Can someone else pick up my materials for me?
Faculty and staff may allow their students to check out materials on their behalf. These students must be registered as Proxy Patrons. More information, as well as the proxy form, can be found on the Proxy Patron Program page.

Where can I return my materials?
On the Storrs campus you may return your materials to the Babbidge Library, the Music & Dramatic Arts Library, or the Pharmacy Library. Materials may also be returned to any of the five regional campus libraries: Avery Point, Hartford, Stamford, Torrington, or Waterbury. Materials cannot be returned to the UConn Health Library or Law Library at this time.

How long does it take to get something?
Every request is treated as a rush request. It can take anywhere from 2-14 business days to obtain an item from a UConn library or interlibrary loan. Most items come within 7 business days, although UConn Library items arrive more quickly, usually within 3 days. Items that are difficult to obtain can take up to three weeks or longer to arrive. To help avoid disappointment, be sure to submit requests early and make sure your citations are complete and accurate. You will be notified by email when your item is available and ready to be picked up. If you wish to track the status of your request, follow the instructions on tracking, above.

Is there a limit to how many things I can request?
There are no limits to requests; however, DD-ILL staff reserve the right to limit how many requests are processed per day per user during busy periods. When the number of requests from a single person might adversely affect the service to others, staff reserves the right to establish priorities of service. Large numbers of requests may be processed over several days. We ask that you be mindful about placing requests; every request you make comes at a cost to the University.

How long can I keep my materials?
Due dates for items borrowed through interlibrary loan (ILLiad) are set by the library that lends us your item; that date is indicated on the band or bookmark. Due dates can also be viewed by logging in to your ILLiad account and viewing checked out items. To help us maintain positive relationships with lending libraries, it is your obligation to honor the lending library’s due date.

Due dates for items borrowed from UConn can be viewed by signing in to your UConn Library account.

How do I renew my materials?
You can request renewals for your interlibrary loan (ILLiad) materials through ILLiad. Please note that your request will be accepted or denied by the lending library at their discretion. A new due date, if granted, is determined by the lending library.

    1. Login to ILLiad
    2. Click on “Checked Out Items”, under “View and Renew”
    3. Select the transaction number of the one you want to renew
    4. Click on “Renew Request” at the top
    5. If the institution does not allow for a renewal or if you have already requested a renewal, you will not be given the option to renew. If you still require the item, choose “Clone Request.” This initiates a new request for the item; you will still need to return the one you currently have.
    6. You will be sent an email confirming whether the item was renewed, and, if it was renewed, the new due date. If your renewal is not granted, you will also be notified.

You can request renewals of your UConn Library materials by signing in to your UConn Library account. Click the boxes of the titles you wish to renew and choose “Renew Selected” or “Renew All.” If your item does not renew, it may be due to you exceeding your renewals on the item or someone else may have requested it. You may also renew your UConn materials by calling the Babbidge Library iDesk at 860.486.2518; however, the iDesk cannot renew your ILLiad materials for you.

Is there a charge to use the DD-ILL service?
Document Delivery and Interlibrary Loan services are offered to UConn faculty, staff, and currently enrolled students to support academic research, learning, and professional development. While this service is offered at no cost to you, each request comes at a cost to the University. Please use discretion when placing requests. Returning materials in a timely manner also helps keep our costs down.

Do you charge fines and fees for overdue, lost, or damaged materials?
You are responsible for the materials that you receive through Document Delivery and Interlibrary Loan services and for managing your own accounts. If items are lost or damaged while in your possession, you will be billed through the Bursar’s Office for repair, replacement, or processing fees assessed by the lending library.

You will be sent a courtesy reminder before the item is due. If you do not return or renew your item before the due date you will receive an overdue notice. If you do not return your overdue item, you will receive a Notice of Fines and Fees. You will be charged for replacement (minimum of $95) as well as a nonrefundable $15.00 lost item processing fee. The replacement cost may be waived upon your returning the item; however, once an invoice has been paid to a lending institution, the replacement cost cannot be waived. Payment for these fees is made through the Bursar’s Office.

Once an invoice has been paid to the lending library, your fines cannot be waived.

The Library respects each user’s right to privacy and confidentiality. Information about an individual’s library record is available only to that individual and to appropriate Library staff.

Are there materials that aren’t available through ILL (ILLiad)?
Materials that are generally not available through this service include:

  • Reference materials
  • Unpublished manuscripts
  • Rare, older, or fragile materials
  • Entire issues or volumes of journals
  • Educational kits
  • Psychological tests
  • Genealogical materials

Please request your non-academic materials (such as CDs, DVDs, VHS, popular bestsellers) from your local public library or a commercial service.

Some materials are difficult to obtain; obtaining something once does not necessarily mean that you will be able to obtain it again. This includes:

  • Recently published or produced materials
  • Media, such as CDs, DVDs, and VHS
  • Maps
  • International dissertations and publications
  • Technical standards and specifications

Can I request workbooks, standardized tests, and materials required for current UConn courses (including textbooks)?
The Library restricts both undergraduate and graduate students from borrowing workbooks, standardized tests, and course-adopted texts (for example, textbooks that are currently required in UConn courses). Faculty and staff are permitted to borrow materials required for UConn courses (including textbooks), but only in support of research and scholarly purposes and not for classroom use.

What does it mean to “clone” a request?
Cloning a request initiates a new request for the item. You may choose this if you are not able to renew an item and wish to request it again. Follow the same process as renewing your items; if you only see “clone request” it means you are not able to renew, but you may request again. When you click on “clone request” it will bring up the request form and allow you to edit the request if needed. Then, click “Submit Request.” You will still need to return the original item by its due date.

How do I change my pickup location?
To change your pickup location for interlibrary loan (ILLiad) materials, log in to your ILLiad account, and click on “Change User Information” under the “Tools” section of the left-hand menu. Select your pickup location from the drop down box under “Campus Pickup Location,” then click the “Submit Information” button.

If you have already received your pickup notice and would like us to transfer an item to a different UConn library, simply respond to the pickup email notification and indicate as such.

Can I request an item that is on Reserve at UConn?
Items on Reserve at the UConn campus library you use may not be requested via ILLiad. You can visit the library to check these out.

Can I check out materials in person at other libraries??
You can check materials out in person from libraries in the Boston Library Consortium. The Boston Library Consortium (BLC) is a group of academic and research libraries located in Massachusetts, Connecticut, and New Hampshire. Please see the BLC Consortium Card information page for details about BLC member libraries and borrowing privileges.  You may apply for a BLC Consortium Card at the Babbidge Library iDesk or your regional campus library.

You may also utilize the Yale University Library. Receive a stacks pass at no cost (Yale’s Sterling Library only), or apply for fee-based borrowing privileges (any Yale library). These options also include on-site access to Yale’s electronic resources. Please see Yale’s guide for more information on these programs.

If you wish to obtain a letter of introduction from UConn to provide to Yale, please contact us to request one.

Can I contact the lending library about my request?
Any questions regarding your borrowed materials should be directed to the UConn DD-ILL office; you should never contact a lender directly about your borrowed materials.

What is the best way to contact UConn’s DD-ILL office?
The fastest and best way to contact us is by emailing our department at udoc@uconn.edu. If you want to enquire about an email we sent you, simply reply back to that email, including the original email in the message.

What should I do if my item is due or overdue during break?
If your item is due or overdue during break and is not renewable, you can return it with tracking to:

Interlibrary Loan Department
Homer Babbidge Library University of Connecticut
369 Fairfield Way, U-1005F
Storrs, CT 06269

Remember that you are responsible for your materials until they are received back at our office.

Can I request a print version of an e-book the library already has?
Books accessible in electronic form within the Library’s collection may not be requested via ILLiad in print.

Can I place a personal note to myself in the request when I place it?
You can place personal notes to yourself in your interlibrary loan (ILLiad) requests. These could include notes regarding references or citations. Staff notes also appear here, but you may disregard these. Record your note in the Notes field in the ILLiad request form.

Please note that we do not recommend that you use the Notes field to put a note in for DD-ILL staff. Staff do not view every request before it is sent out. If you need to communicate something to DD-ILL staff regarding your request, please contact us.

To retrieve your notes:

  1. Login to your ILLiad account
  2. Click on “Checked Out Items”
  3. Select the transaction number of the one you want to view
  4. Your note will appear in the Notes field at the bottom

If you have returned the item, or if it has not yet arrived, you can still view the note, just select “All Requests” rather than “Checked Out Items” to locate the request you wish to view.

 

What are my responsibilities as a DD-ILL user?
To meet your DD-ILL responsibilities, please:

  • Ensure that the item is not available in UConn’s collection before requesting it via ILLiad
  • Provide a complete citation, including ISSN or ISBN number (if you have it)
  • Pick up your materials promptly
  • Leave the bookband on the book and keep the associated paperwork with the item
  • Return your materials in the condition you received them
  • Return or renew your materials by the due date
  • Follow copyright guidelines
  • Honor any restrictions placed on the material by the lending library