ILL Instructions

MVLS member libraries use point to point ILL service within the CDLC service area.

Out of CDLC service area requests will be made through the CDLC ILL eForm, located on the CDLC Inter Library Loan Web Page, http://www.cdlc.org/index.php/ill-basics.

For step by step instructions on the ILL eform please see this tutorial:  http://www.cdlc.org/images/ill/how_to_eform.pdf

Quick Specifics:

Your first step for interlibrary loan is the MVLS/SALS catalog. If you are unable to locate the item you need in the MVLS/SALS catalog:

More information can be found on the CDLC Interlibrary Loan page http://cdlc.org/index.php/ill-basics.

Information for CDLC ILL eform

  • Most items are delivered to your library through the MVLS Delivery Courier directly from the loaning CDLC library, at which point your library will be responsible for creating an ILL circulation record, circulating the item per ILL loaning institution instructions, and then returning items through the MVLS Delivery Courier. If items are mailed through the U.S. Postal Service, we recommend that your library return the item, (especially if rare, unique or microfilm) through U. S. Postal Service library rate so that the item is trackable. This fee can be charged to the patron.

If you are still not able to locate the material within CDLC, CDLC provides OCLC searching for MVLS Libraries beginning June 1, 2015.

  • To send a request to CDLC for OCLC searching, complete the CDLC ILL eForm  http://www.cdlc.org/index.php/component/ill/?task=requestselector with verifying information.
  • At the Send the Request drop down menus, select “CDLC” from the Academic menu, then submit.
  • CDLC will search OCLC for you, send the request on your behalf, and email you with the results of the OCLC search.
  • The item will be mailed directly to your library, at which point
    • your library will be responsible for creating an ILL circulation record
    • circulating the item per ILL  loaning institution instructions
    • then returning through US Postal Service Library Rate mail
    • notifying CDLC by email that the item has been returned through US Postal Service.
  • Borrowing libraries are responsible for returning the items to the loaning libraries, and updating CDLC.
  • Every attempt is made to borrow the item without cost but at times, the only locations that own a title may charge a fee to loan. It helps speed up the request if you ask your patron ahead of time if they are willing to pay a fee and try to pin them down to how much they are willing to pay.
  • Member libraries are responsible for any borrowing and postage fees, and may bill patrons accordingly. CDLC will bill each member library directly for loaning fees.

Again, feel free to contact CDLC with any procedural questions, Emily Wager (mailto:ewager@cdlc.org; 438-2500) or Kathy Corbett (kcorbett@cdlc.org; 438-2500); or Sue Rokos (srokos@mvls.info; 355-2010, ext. 226) at MVLS.

For ILL requests to RPI send an ILL eForm to Capital District Library Council.

  •  Note that New York State Library holdings are not in CaDiLaC, as they are not a member of CDLC but you can still send an eForm to them. To search the New York State Library holdings please visit their website http://www.nysl.nysed.gov/

To answer some additional questions and requests:

  •  The basic sleeve that MVLS used to assist in loaning materials to your patrons. Please add your library name to the forms and make them your own!    ILL Courtesy Form-In Library     ILL Courtesy Form
  • User names and passwords to log in to the CDLC ILL e-form are ALL IN CAPS – AMS username; AMS password, etc.
  • If patrons request renewals for items from Point to Point (ie CDLC libraries), call or email the CDLC lending library for permission to grant a renewal. If the item comes from outside of CDLC, email CDLC at ill@cdlc.org who will contact the loaning library for permission.
  • Again, CDLC attempts to borrow items without cost but at times, the only locations that own a title may charge a fee to loan. It helps speed up the request if you ask your patron ahead of time if they are willing to pay a fee and try to pin them down to how much they are willing to pay, and put that message into the NOTES field on the CDLC ILL eform. Otherwise, CDLC will contact your library directly and ask what and if the patron is willing to pay.
  • Remember, member libraries are responsible for any borrowing and postage fees, and may bill patrons accordingly. CDLC will bill each member library directly for loaning fees. Your library will need to have some procedures in place regarding loaning and postage fees: ie whether your library will absorb postage fees as a part of your service, or turn it over to the borrowing patrons to pay.
  • AND, when your library loans material out to a CDLC library, use the requesting library’s ILL agency card in Polaris to check the materials out. Each school, academic, and UHLS library has an ILL agency card in Polaris with a 6-digit barcode that begins with 8 –all of the ILL agency cards in Polaris are easily located by searching for patron first name =ILL.
  • See our delivery page http://www.mvls.info/for-library-staff/delivery/delivery-codes/ for the proper way to address items going to CDLC libraries! Note that most academic and special  libraries in CDLC use their OCLC codes as their delivery codes, and UHLS libraries use a 4-letter code –  so that is what needs to be on the item itself in the bag, and also that not all CDLC sites receive delivery – some items may have to be mailed.

MVLS Board of Trustees Meeting

Thursday, April 20, 2017
9:30 AM
MVLS Service Center

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