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 firstname.lastname@example.org.
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:
- OCLC ILL Policies Directory (.pdf: 342K/ 5pp.)
- ILLiad (.pdf: 701K/ 9pp.)
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.
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.
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.
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.
Lenders will rush-catalog or lend uncataloged material if a title is not available from other SHARES partners.
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 library's 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.
- 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.
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:
Visitors must present a currently valid institutional ID card. A photo identification may be requested if the ID does not include a photograph.
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.
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.
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.
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.
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.