1 1. GENERAL UNIVERSITY OF PRETORIA Department of Library Services INTERLENDING POLICY 1.1 The Interlending (IL) department of the Department of Library Services (AIS) supports the interlending policies of the South African Interlending Scheme (SAIS) of the National Library of South Africa and of the GAELIC Document Supply Group. 1.2 The Department of Library Services should take all reasonable steps, within it s financial means, to appoint a sufficient number of competent and welltrained interlending staff, and establish the necessary infrastructure to ensure an acceptable level of service. 1.3 The interlending staff of the main library, as well as the branch libraries shall have at least two meetings per year in order to discuss policies, procedures and finances. Management information shall be analysed and discussed at one of the meetings. General information will be conveyed by e-mail. 2. INTERLENDING USERS 2.1 Undergraduate students, 1-3 years, may use interlending services to request from UP branch libraries. 2.2 4 th year, honours and post graduate students, as well as researchers and staff, may use the interlending services to request from UP branches, as well as from national and international libraries. 2.3 Retired staff gets 10 national documents free of charge. International documents can be requested if permission has been obtained by their previous departments or full cost must be paid. 2.4 Registered outside users paying R2000 for 1 year or R1000 for 6 months can get 10/5 documents from national libraries and 5/2 international documents. 2.5 TUKS ALUMNI no interlending 2.6 Students and staff from other institutions must submit their requests to their home libraries. 2.7 All interlending users must be registered library users. 2.8 Distance students must register for interlending with the responsible staff member. Documents will be mailed or sent by Ariel and invoices sent. 2.9 The interlending system may not be used to request documents for family and friends as the university is paying for the documents received. Novels for leisure reading is also prohibited. 3. REQUESTS 3.1 Request mechanism 3.1.1 Unless a supplying library is not working online, all requests will be placed on the national IL module, ReQuest. 3.1.2 Unverified requests should only be sent in exceptional cases to libraries.
2 3.1.5 Clients of UP should first search on the electronic journals A-Z, the library catalogue (Innopac), Google Scholar and Google before placing IL requests. 3.1.6 Books marked on SACat with an X (No loan) or R restricted, should not be requested on interlending. Books marked on Innopac as Reserved Study Collection or Reference Collection should likewise not be requested from UP libraries. Journal articles should not be requested if the information on SACat does not indicate any holding libraries for a specific year or volume. 3.1.7 End user requests (prerequests) must be placed via the SACat database using a password that is allotted by Sabinet Online. 3.1.3 Preference is given to e-mail communication with users. Telephone will only be used in exceptional cases. 3.1.8 Requests for reservations on interlending will not be processed if the item s due date exceeds 3 weeks. 3.1.9 Interlending documents should be requested or supplied in line with the Copyright act no 80 of 1978. 3.1.10 Articles may be printed from e-journals and sent by mail or courier to free of charge libraries not to paying libraries as these articles might not be sold. 3.1.11 IL requests should be placed under the name and department of the UP client and not under that of the information specialist requesting on behalf of the client. 3.2 Choosing Supplying Libraries 3.2.1 Requesting staff should give preference to GAELIC and SA university libraries, or other free of charge libraries as suppliers. 3.2.2 Requesting staff should choose the fastest, most efficient and cost effective supplying libraries in order to enhance their turn-around time. 3.2.3 International requests should preferably be sent to free of charge libraries on the OCLC list, otherwise to Infotrieve in order to prevent invoicing by individual institutions. As last resort British Library or other international libraries may be used. Staff should verify if non-free of-charge OCLC libraries are either on the IFM system or will accept IFLA coupons or SA credit cards. 4. MATERIAL AVAILABLE FOR INTERLENDING 4.1 Interlending is primarily a service to provide research documents for post graduate students, researchers and lecturing staff. 4.2 Fiction and children s books are not to be requested on interlending. 4.3 Audio-visual material should not be requested nationally, nor do we loan it to national libraries. 5. TRAINING 5.1 Training shall be coordinated by the Interlending coordinator, and will include in-house training, practical work and attending an interlending training course at Sabinet Online. 5.2 Training for postgraduate students and staff will primarily be the task of information officers. IL staff will also train UP users to do end user requests and assists if problems are experienced.
3 5.3 Updated procedures for requesting documents from other libraries via Sabinet (SACat), is available on the Interlending web page. 6. TURNAROUND TIME 6.1 Interlending supplying staff of UP is urged to respond promptly to incoming requests and try to supply articles within 12 hours and books within 24 hours. The turnaround time of 48 hours, as agreed upon in the interlending community, should not be exceeded. 6.2 Requests marked as URGENT should be given priority. 6.3 Requesting staff should transmit all new incoming requests within 12 hours; responses to unfilled requests should also be within 12 hours. 7. DOCUMENT DELIVERY METHODS 1.1 ARIEL transmission 7.1.1 Ariel will be applied as the standard electronic means for delivery of articles. 7.1.2 IL supplying staff must scan all articles on a minimum of 300dpi. 7.1.3 Articles longer than 25 pages will either be sent by Ariel as 2 documents or will be photocopied and sent by mail. 7.1.4 Articles received electronically will be dispatched electronically to UP clients with e-mail addresses. 7.2 Courier, Mail and Fax 7.2.1 Mail and courier delivery will be acceptable in cases where the requesting or supplying library does not have the necessary facilities to receive or transmit articles electronically. 7.2.2 Faxes will only be sent on request. Additional payment will be charged. 7.2.3 Books will be sent by courier or mail. 7.2.4 Printed articles for consortia libraries in other provinces that have been photocopied, must be sent by mail as it is more cost effective. 7.2.5 Articles must preferably be mailed in A5 envelopes as it is more cost effective. 7.2.6 Used Jiffy envelopes in a good condition, must be used for books that are sent via the interlending courier services 8. LOAN OR RENEWAL PERIODS 8.1 IL staff must ask for renewals if books become overdue on the system, and recall the books from clients. 8.2 The loan period of a book is 6 weeks and a renewal for another 6 weeks is possible. The maximum loan period is 3 months. 8.3 Books received, will be kept for 4 weeks at the circulation desk. If they are not collected, they will be returned and the client fined. 8.4 Uncooperative clients will be blacklisted. 8.5 Requesting libraries can be blacklisted if they do not respond to recalls or invoices. 8.6 No books will be loaned to international libraries. 8.7 The URL s of theses will be supplied free of charge to requesting international libraries. Theses not available in electronic format, will be scanned and made available
4 8. TARIFFS 8.1 Unless libraries have a reciprocal free of charge agreement, fees as determined by the NLSA, will be charged for IL documents. 8.2 Photocopies of whole numbers, or photocopies exceeding the normal standard would be charged for, according to the NLSA price structure. A written quotation must be sent to the requesting library and consent received, prior to producing the copies. 8.3 The tariff for documents to be sent by fax, as determined by the NLSA, shall be applicable unless libraries have a reciprocal agreement. 8.4 The requesting library, or requesting UP client, will be liable for payment when a document has to be delivered by special courier. 8.5 Interlending documents, received from national libraries, are supplied free of charge to our clients. The departments pay the cost for international interlending. 8.6 National coupons are acceptable for payment by non-online libraries. 8.7 IFLA coupons will be an option for international payments. 8.8 Payments of smaller amounts to international institutions must preferably be done by credit card. 8.9 Distance Users: Articles, received electronically, will be sent free of charge to the e-mail of distance users. They will however have to pay a handling charge for paper articles and books mailed to them. 8.10 The URL of electronic theses will be supplied free of charge to international libraries 8.11UP as receiving library should not commit itself to commercially exploit items obtained free of charge from other libraries. 9. IFM SYSYTEM & IL COUPONS 9.1 By the end of the first week of a month IL staff must check the supplying and requesting IFM reports on the ReQuest system. 9.2 Corrections must be asked from the supplying library or from Sabinet Online. 9.3 The IL co-ordinator must check statements and correction credit and debit invoices to ensure that corrections have been done. Reminders to be sent. 9.4 The IL co-ordinator is responsible to submit invoices, statements and corrections from the ReQuest system to the AI financial department. 9.5 The co-ordinator is responsible to collect all redundant NLSA coupons from the branch libraries and submit them annually to the NLSA for compensation. 10. FINES FOR LATE RETURNS 8.1 A fee will be charged for interlending documents not collected. It is the responsibility of clients to contact IL staff if they have not received notification to collect their documents after a reasonable time. 8.2 A fine will be charged after 7 days for an overdue or recalled book that has not been returned.. 11. DAMAGED OR LOST MATERIAL 11.1 UP as requesting library 11.1.1 UP users are obliged to sign for IL books on collection and return. If a user looses a book, the user will have to pay the amount as stated by the
5 supplying library plus a handling fee to UP. 11.1.2 IL staff must ask the circulation desk to put the invoice fee plus handling fee on the user s screen and to blacklist the user. Money received must go into the LOST BOOK fund. 11.2 UP AS Supplying Library 11.2.1 The requesting library will be invoiced for the price of the book plus a handling fee. A replacement copy plus a handling fee will also be accepted. 11.2.2 UP as Suppliers: IL staff must check all Overdue and Recalled books at least once a month. Payment Requests must be sent if a book is more than 4 months overdue. Invoicing by the University must be requested if a book has been shipped more than 8 months ago. 12. ADMINISTRATION 12.1 Management Information 12.1.1 Transactions and service levels shall be monitored and imbalances shall be addressed 12.1.2 IL co-ordinator responsible to supply Quarterly : number of transactions and number of filled requests. annually: fill rate, turn-around time, titles requested, requests per department, transactions between UP libraries, between UP & GAELIC libraries and UP and other consortia, and between UP and CSIR. 12.2 Staff Evaluation 12.2.1 The performance level of IL staff shall be monitored with a view to the introduction of correction measures in cases where the level is below standard. 12.2.2 Staff to be evaluated twice per year on the quality and quantity of their work. 12.3 Staff Capacity IL-co-ordinator to regularly conduct time studies to determine the number of staff needed. Heidi Visser Coordinator: Interlending Updated: 12.10.07