1.0. Introduction TexShare
is a vision of shared intellectual resources, both physical
and electronic, among academic and public libraries
in Texas; the broader the participation in this endeavor,
the greater the benefit to the entire group. This
protocol encourages TexShare Libraries to be as generous
as possible with each other while maintaining institutional
priorities for interlibrary loan service. The goals
of resource sharing and cooperation established by TexShare
can best be achieved by removing as many barriers as
possible from interlibrary loan service.
2.0. General Agreements
2.1 All participants agree to abide by the National
Interlibrary Loan Code.
2.2 TexShare Libraries will adhere to the Copyright
Law of the United States (Title 17, U.S. Code),
and the CONTU
(National Commission on New Technological Uses of
the Copyrighted Works; LC3.2L61/988;) Guidelines.
Libraries obtaining a significant number of copies
should consider registering with the Copyright
Clearance Center (CCC).
2.3 TexShare libraries will enter lending policies
in OCLC's ILL Policies Directory.
2.4 TexShare Libraries are encouraged to lend materials
in all formats. As a general guideline, TexShare Libraries
will lend materials in any format that an on site
patron could check out according to standard circulation
policy unless the item is in high demand at the owning
institution. Formats may include, but are not limited
to:
Audiovisual materials (sound recording,
video, slides)
Books (regardless of imprint date)
Computer software and data (diskettes, CD-ROMs)
Dissertations and theses (not to include archival
copies)
Electronic journals (as licenses permit)
Genealogy (copies may be provided as an alternative
to loan)
Government documents (local, state, US, foreign, and
international)
Microforms (fiche, film, and card)
Photocopies (of any length)
2.5 TexShare Libraries will make every effort to
ensure that no single library is unduly burdened and
that interlibrary loan traffic is distributed equitably
among the member libraries. To that end, each library
will adhere to the attached load
leveling guidelines.
2.6 TexShare will make available copies of the statistical
reports on interlibrary loan activity through the
Chair of the
Working Group or the TexNet
Coordinator at the Texas State Library and Archives
Commission. These data will provide information on
borrowing and lending patterns and serve as a guide
to load leveling for each library. Interlibrary loan
managers are encouraged to send requests to net borrowers
and to avoid net lenders whenever possible.
3.0. Access to Holdings
3.1 TexShare Libraries are encouraged to list and
update their holdings in OCLC.
3.2 Union List:
3.2.1 TexShare Libraries are encouraged to make
their issue-specific serial holdings available on
OCLC. If local data records for all serial
titles cannot be included on the Union List, libraries
should consider entering data for selected records.
3.2.2 Libraries that participate in union lists
should update local data records for holdings on
OCLC at least annually.
4.0. Delivery
4.1 Libraries are encouraged to use TExpress and
Ariel as preferred delivery methods.
4.2 Ariel
4.2.1 Since many libraries provide electronic document
delivery to their patrons, suppliers are strongly
encouraged to use Ariel for delivery to facilitate
this.
4.2.2 TexShare Libraries will keep Ariel equipment
on all the time, so that Ariel transmissions can
be received at any time.
4.2.3 Libraries using Ariel for delivery agree
to the following terms:
4.2.3.1 Borrower will:
4.2.3.1.1 Check and request re-sends within
one (1 ) working day of receipt or consider
it a second request.
4.2.3.1.2 Use the header page supplied by the
lender to request re-sends and indicate why
the re-send is required.
4.2.3.1.3 Request re-send with dither on if
required to obtain good quality illustrations.
4.2.3.2 Lender will:
4.2.3.2.1 Re-transmit error pages within one
working day.
4.2.3.2.2 Include header page with all transmissions
including re-sends. Information
to be included on header page:
4.2.3.2.2.1 Institution name and/or OCLC
symbol or DocLINE identification
4.2.3.2.2.2 Patron name
4.2.3.2.2.3 OCLC, DocLINE, or other relevant
ILL request numbers.
4.2.3.2.2.4 Notification in the notes field
when re-transmission is a re-send.
4.2.3.2.3 A separate header page should be
used for each document. Send only one ILL request/document
in each transmission.
4.2.3.2.4 Use dither on for transmitting or
re-transmitting pages, with important illustrations
at the request of the borrower.
4.2.3.2.5 If a document fails to transmit within
24 hours, the supplier may notify the requester
and request a reboot of the system. The document
can be sent by TExpress, mailed, faxed, or retained
for Ariel transmission at the supplier's discretion.
4.3 TExpress
4.3.1 TexShare libraries are encouraged to use
TExpress for loans (and article copies when Ariel
or fax is unavailable) because deliveries are fast,
and TExpress reduces postage costs for all lenders.
Refer to the TExpress
Shipping Guidelines for details.
4.3.2 Padded envelopes or equivalent protection
must be used for loans to ensure safe delivery.
Refer to the
ALA Packaging Guidelines.
4.3.3 The city hub number and the library site
must both appear on the TExpress mailing label.
4.3.4 Participating TExpress libraries must prominently
display their TExpress information in the following
areas:
--The library's OCLC ILL Policies Directory record
--The library's OCLC constant data records as the
first line of the :SHIP TO: field.
:SHIP TO:
140-HOU VIA TEXPRESS/
ILL/
Rice University Library/
6100 Main St./
Houston, TX 77005
4.3.5 If the requesting library wants to designate
a branch library as the receiver of the loan, include
the local symbol for the branch in the :SHIP TO:
field.
:SHIP TO:
129-HOU VIA TEXPRESS-Attn: FC/
ILL/
Fort Bend County Libraries/
1001 Golfbend Drive/
Richmond, TX 77469
Lending libraries will include the symbol or name
of the branch library in the Attention field on
the TExpress label.
4.3.6 If libraries use TExpress to return non-lLL
items, they must be clearly labeled inside the mailing
envelope to indicate where the item should be routed
at the receiving site, e.g. Circulation Department.
5.0. Processing Requests All requests must
be processed through OCLC or DocLINE. Libraries which
do not use OCLC currently must join Amigos as a general
member and the Texas Group (GAC) which will allow OCLC
access for interlibrary loan without requiring the use
of OCLC for cataloging.
5.1 TexShare Libraries agree to:
5.1.1 Use the term COND to inform the borrower
of citation errors.
5.1.2 Use Reasons for No on all unfilled requests
to indicate why the request was not filled.
5.1.3 Include the following information on TexShare
requests:
5.1.3.1 The term "TexShare" in the affiliations
field.
5.1.3.2 Ariel address under email or fax field.
5.1.3.3 Fax number
5.1.3.4 Phone number
5.1.3.5 TExpress hub and site number as the first
line in the :SHIP TO: address. See 4.3.4 for correct
format. The TExpress address alone is not sufficient;
the US mail address must also be included.
5.1.3.6 The Lender will supply the ILL number
and patron name with the loaned item.
5.2 Recommended borrowing strategies and the order
in which to employ them are outlined in the attached
Guidelines
for Load Leveling in TexShare.
5.2.1 Libraries should use the Custom
Holdings feature of OCLC to facilitate load
leveling (See Guidelines
for Load Leveling in TexShare).
5.2.2 Interlibrary loan staff will check for issue
specific periodical holdings (using such resources
as UTXL or other union lists) when available before
placing requests. Adoption of this practice will
reduce turnaround time for the borrowing library.
It will limit the number of requests for materials
not owned which are handled by the lending library.
First Search Direct Requests for periodicals should
be profiled for review by ILL staff for Union List
verification.
5.2.3 Libraries that do not participate in the
union list for serials should consider adding local
data records for frequently requested serial titles.
5.3 Requests will be in one of the following two
status groups. Processing is complete when the supplier
has informed the requester that material has
been shipped or cannot be supplied.
5.3.1 RUSH Requests:
5.3.1.1 Borrower will:
5.3.1.1.1 Indicate RUSH on the request.
5.3.1.1.2 Include the need by date and time.
5.3.1.1.3 Send the request via OCLC/DocLINE.
Using OCLC/DocLINE will provide statistical
data.
5.3.1.1.4 Fax, or transmit via Ariel,
a copy of the OCLC/DocLINE request to the lender
and follow up with a phone call, if necessary.
5.3.1.1.5 Indicate preferred method of delivery.
5.3.1.1.6 Agree to pay for overnight delivery,
if this delivery method is required.
5.3.1.2 Lender will:
5.3.1.2.1 Process by need by date and time.
5.3.1.2.2 Use reasons for "no"
5.3.1.2.3 Send the item by a rush delivery
method: FAX, Ariel, or TExpress (at the discretion
of the borrower) for photocopies; TExpress,
first class mail; or equivalent for other materials
(at the discretion of the borrower); or overnight
delivery if paid for by the borrower.
5.3.1.2.4 Reserve the right to refuse a RUSH
request, if staffing or other factors prevent
successful compliance.
5.3.2 REGULAR Requests (default): Routine
handling; processing within three (3) working days;
routine delivery method.
5.3.2.1 Borrower will:
Send request via OCLC/DocLINE
5.3.2.2 Lender will:
Send the item by any of the following methods:
TExpress, Ariel, FAX, or first class mail for
photocopies; TExpress, UPS or library rate mail
for other materials.
5.4 The term RUSH will not be used routinely and
will not be in the constant data record. If a lending
library thinks a borrower is abusing RUSH, the lender
will so notify the requester and/or ignore the RUSH
status.
5.4.1 Libraries that refuse to supply RUSH processing
cannot expect RUSH processing for their borrowing
requests.
6.0. Lending Policies and Loan Periods The
lending policies of TexShare Libraries with regard to
one another will be as liberal as possible for the convenience
of the borrowing clientele, and all such policies and
restrictions will be honored by the borrowing library
under all circumstances.
6.1 TexShare Libraries agree to the following minimum
guidelines. Libraries wishing to follow more liberal
policies may do so.
6.1.1 The normal loan period for materials borrowed
from another TexShare Library is a minimum of four
weeks, including time required for delivery and
return. Longer loan periods and renewals will be
permitted at the discretion of the lending library.
Lending libraries may require a shorter loan period
for specific materials.
6.1.2 Recalls of materials on interlibrary loan
will be honored as promptly as it is possible to
retrieve materials from clientele.
7.0. Communication At least one staff
member from each TexShare Library's ILL unit will join
and participate in the LoanStar
discussion group on the Internet. This group will
serve as a think tank, information dissemination mechanism,
and survey instrument for the interlibrary loan services
of TexShare Libraries.
8.0. Costs
8.1 The goal is for TexShare Libraries not to charge
for interlibrary loan services and for all libraries
to participate. TexShare Libraries will not charge
each other overdue fines or processing fees for lost
materials.
8.2 Borrowing libraries will be responsible for the
replacement costs of items lost or damaged (replacement
or repair cost of the item only; not additional processing
fees). Borrowing libraries are responsible for items
from the time they are shipped by the lending library
until the lending library receives them upon return
in accordance with the National
Interlibrary Loan Code.
8.3 Lending libraries will not charge more than
the price that appears in Books in Print for lost
books that are still in print. Out-of-print materials
may be subject to the Lending library's default cost
for lost books. Lending libraries are encouraged to
permit borrowing libraries to replace lost or damaged
books in kind (same title, same publication date,
same format as lost item). In no case may the default
replacement cost be higher than what the lending library
would charge its own patrons for a lost book.
8.4 When requests have been placed by one library
on behalf of another (referrals), the library receiving
the material is responsible for all costs in case
of loss or damage. However, if the receiving library
is not responsive to requests for return, replacement
or payment for lost or damaged borrowed materials,
the incident should be brought to the attention of
the referring library.
8.5 Lending libraries should notify borrowing libraries
promptly when materials are overdue. Invoices for
lost materials should normally follow within three
months. Invoices for lost books should be paid promptly
unless other arrangements are made with the lending
library.
8.6 Filling ILL requests sent by fee-based entities
operated by TexShare Libraries is not covered by this
Protocol. Such entities will be charged for ILL services.
TexShare Libraries operating fee-based document delivery
services will clearly identify requests for paying
clients on ILL request forms.
9.0. Review and Assessment
9.1 The Working Group will periodically review and
revise the protocol. The Working Group will act as
an advisory group on protocol issues to TexShare management.
(Revised January 22,2003)
Guidelines
for Load Leveling in TexShare.
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