ALA Interlibrary Loan Request Form
ALA Interlibrary Loan Request Form
🧭 Overview
🧠 One-sentence thesis
The ALA Interlibrary Loan Request Form standardizes the process by which one library requests materials (loans or copies) from another library, capturing request details, cost limits, copyright compliance, and reasons for non-supply.
📌 Key points (3–5)
- Two request types: the form handles both physical loans (borrowing an item) and copies (photocopies or scans of articles/chapters).
- Cost and delivery constraints: the requesting library can specify a maximum cost, needed-by date, and special handling (e.g., library use only, insured return).
- Supply-side workflow: the supplying library records shipment details, costs, restrictions, and—if the item cannot be supplied—the reason (e.g., in use, not owned, poor condition).
- Copyright compliance checkboxes: the form includes options to indicate compliance with Section 108(g)(2) Guidelines (CCG) or other copyright law provisions (CCL).
- Common confusion: "Loan" vs "Copy"—a loan means borrowing the physical item; a copy means requesting a reproduction of part of a work (article or chapter).
📋 Request initiation fields
📋 Basic request metadata
- Request Date and Request Number: identify and timestamp each interlibrary loan transaction.
- Requesting Library Name and Address: the library that needs the material.
- These fields ensure both parties can track and reference the request.
📚 Material identification
The form distinguishes between two request types:
| Request type | What it means | Typical fields |
|---|---|---|
| Loan | Borrowing the physical item | Title, author, volume, year/edition, ISBN/ISSN |
| Copy | Requesting a photocopy or scan | Journal/book title, article/chapter title, author, pages, issue |
- Example: a library checking "Loan" wants to borrow a book; checking "Copy" means they want pages from a journal article photocopied.
- Don't confuse: a "copy" request does not mean duplicating an entire book—it typically refers to a single article or chapter.
💰 Cost and deadline constraints
- Max cost: the requesting library sets a spending limit (e.g., "$__________________").
- Need by: the date by which the material must arrive.
- These fields help the supplying library decide whether it can fulfill the request within the requester's constraints.
🔒 Special restrictions and handling
The form includes checkboxes for:
- Library Use Only: the borrowed item cannot leave the requesting library's premises.
- Return insured for: the requesting library will insure the item during return shipment.
- Other: a catch-all for additional instructions.
- Packing/shipping requirements: special handling instructions (e.g., fragile materials).
🏛️ Supplying library workflow
📦 Fulfillment details
When the supplying library ships the material, it records:
- Date Shipped, Due Date, Cost, Shipped via (carrier/method).
- Supplying Library Name and Address: identifies the lender.
- These fields create an audit trail and set return expectations.
🚫 Reasons for non-supply
If the supplying library cannot provide the material, it checks one or more reasons:
| Reason | Meaning |
|---|---|
| In use | Another patron is currently using the item |
| Not owned | The library does not have the item in its collection |
| Poor condition | The item is too damaged to lend |
| Not on shelf | The item is missing or misplaced |
| Not found as cited | The bibliographic information does not match any item |
| At bindery | The item is being repaired or rebound |
| Lacking vol/issue | The specific volume or issue is not held |
| Non-circulating | Library policy prohibits lending this item |
| Policy or license | Licensing agreements or institutional policy prevent sharing |
| Charge exceeds limit | The cost would exceed the requester's maximum |
| In process/On order | The item is being cataloged or has been ordered but not yet received |
| Copying not permitted | Copyright or license restrictions forbid making copies |
| Other reason | Any other obstacle not listed |
- Example: if a journal issue is checked out, the supplying library marks "In use" and does not ship.
- Don't confuse "Not on shelf" with "Not owned"—the former means the library owns it but cannot locate it; the latter means the library never had it.
🔄 Renewals
- Date Requested (for renewal), E-Mail, Phone, New Due Date: fields for extending the loan period.
- No renewals checkbox: the supplying library may prohibit extensions.
- Renewals allow the requesting library to keep the item longer if the supplying library agrees.
⚖️ Copyright compliance
⚖️ Legal checkboxes
The form includes two compliance options:
- 108 (g) (2) Guidelines (CCG): refers to Section 108(g)(2) of U.S. copyright law and the CONTU (Commission on New Technological Uses) Guidelines, which govern systematic copying and interlibrary arrangements.
- Other provisions of copyright law (CCL): a catch-all for other copyright compliance mechanisms.
These checkboxes indicate that the request complies with copyright law, ensuring that copying or lending does not infringe on rights holders.
- Example: a library requesting a journal article copy checks "108 (g) (2) Guidelines" to signal it is not engaging in systematic reproduction beyond fair use.
- Don't confuse: the form does not define the guidelines in detail; it simply provides a checkbox to assert compliance.
📞 Contact and notes
📞 Communication fields
- E-Mail and Phone: contact information for both requesting and supplying libraries.
- These fields facilitate quick resolution of questions or problems (e.g., clarifying a citation, arranging special shipping).
📝 Notes field
- A free-text area for additional information not covered by checkboxes.
- Example: "Please ship via courier; standard mail is too slow for our patron's deadline."