Interlibrary Loan Policy

Interlibrary Loan

Middlebury College Library provides Interlibrary Loan (ILL) services to current students, faculty, and staff. They may borrow books, journal articles, or other materials from other libraries, and Middlebury College Library makes the request to the lending libraries on their behalf. By participating in the Online Computer Library Center (OCLC) network, the number of resources that are accessible to the Middlebury community increases significantly. Middlebury College Library is in agreement with the guidelines of the Reference and User Services Association (RUSA), a division of the American Library Association (ALA). The Interlibrary Loan Code for the United States Explanatory Supplement (http://www.ala.org/ala/mgrps/divs/rusa/resources/guidelines/interlibraryloancode.cfm) states: Interlibrary loan is intended to complement local collections and is not a substitute for good library collections intended to meet the routine needs of users. ILL is based on a tradition of sharing resources between various types and sizes of library and rests on the belief that no library, no matter how large or well supported, is self-sufficient in today's world. It is also evident that some libraries are net lenders and others are net borrowers, but the system of interlibrary loan still rests on the belief that all libraries should be willing to lend if they are willing to borrow. Middlebury College ILL to abide by the Interlibrary Loan Code, and to assure that the library staff and patrons comply with the copyright law of the United States, implement the following policies:

Borrowing from Other Libraries

  • Patron eligibility. All current students, staff and faculty are eligible for ILL services. In addition, ILL is offered to family of faculty and staff, and faculty emeritus. ILL services are not available to college alumnae.
  • Although fees by lending libraries apply to Middlebury College library, there is no charge to the patrons as long as the borrowed materials are returned before the due date. However, the lending library typically charges Middlebury up to $30 per item. Patrons are advised to do a thorough research of the Library collection and to be selective when making ILL requests.
  • In general, the following types of materials are NOT accepted for ILL requests:
  • Books already owned by Middlebury College Library and available. (We do order unavailable materials even when owned.)
  • Journal articles owned by the Middlebury College Library or accessible through the library’s online databases.
  • Difficult to obtain items we will request include:
    • Entire periodicals, as opposed to an article from a periodical Middlebury will attempt to order as a loan request, but these requests are difficult to fill, and take significantly longer to process.
    • Audio/visual, reference, rare, and new materials may be difficult or impossible to obtain. Many libraries do not loan them to other libraries.
  • The turnaround time to obtain an ILL item varies depending on the item’s availability in the lending libraries. An ILL request takes approximately 7 days on average. It may take longer if items are from another state or a very busy library. (Article request, especially Rapid requests, and NExpress loans are processed faster than typical ILL requests.)
  • The lending library, not Middlebury College Library, determines the loan period. It is usually 2 to 4 weeks. An email notification will be sent when the ILL material arrives.
  • ILL materials are delivered to the location selected as the ‘Delivery Site.’ They are checked out at the Circulation Desk of the library when picked up by the patron. We currently deliver to:
    • Davis Family Library
    • Armstrong Library – Bi hall.
    • Davison Library – Bread Loaf.
    • Off-Campus - MiddRemote (For patrons not present on Middlebury Campus, article service only.)
    • Mills College Library
  • ILL requests can be made by submitting the online forms available at: http://ill.middlebury.edu/illiad/MDY/logon.html or by speaking with ILL borrowing staff.
  • Renewals on ILL materials are at the discretion of the lending institution. Renewal requests must be submitted at least 1 days prior to the due date by renewing in ILLiad. All ILL materials are subject to recall from the lending library at any time.
  • The late fine for overdue ILL materials is one penalty point per day per item. The ILL borrowing privileges may be temporarily suspended when borrowers have unresolved overdues. For every 3 penalty points accrued Circulation privileges are suspended for a day.
  • The borrowing patron is financially responsible for the fine or any replacement fees to the lending library in case of a lost book.

Lending to Other Libraries

  • All circulating books and periodical articles are available for lending. Requests are accepted from:
  • * OCLC Resource Sharing Service
  • * RapidILL,
  • * Middlebury’s ILLiad Lending web pages
  • * NExpress
  • No charge will be made to other libraries.
  • The initial lending period is 4 weeks. Prior to the due date, books may be renewed when there is no hold placed. Middlebury College Library reserves the right to recall the items at any time.
  • In case of a lost item, a replacement cost or fee of $100 will be charged, whichever is greater.
  • All theses and media must be returned by priority mail or UPS.
  • When possible, Middlebury College Library sends articles electronically to ensure prompt and secure delivery. We can deliver articles using:
    • Odyssey
    • Ariel
    • OCLC ArticleExchange
    • RapidX
    • e-mail
    • fax
    • mail

Complete Lending policies are available at: http://www.middlebury.edu/academics/lib/depts/main/interlibrary_loan/Other_Libraries and through the OCLC Policy Diectory: https://illpolicies.oclc.org/dill-ui/InstitutionView.do?institutionId=2987/

Copyright Compliance

  • ILL items received from other libraries may not be shared with other people. The copyright exemption for ILL materials is based on the assumption that they are used for private study only. Therefore, a copied article obtained through ILL becomes the property of the patron and must be used only for study or research.
  • Any use restrictions set by the lending library, such as no photocopying or library use only, will be strictly followed. Following the guidelines set by the National Commission on New Technological Uses of Copyrighted Works: CONTU (http://www.cni.org/docs/infopols/CONTU.html), the library keeps track of the borrowing request by reviewing OCLC usage statistics and pays the required royalty fees when the requests exceed the Rule of Five. The Rule of Five: For periodicals that are less than 5 years old, up to 5 articles from a single periodical may be borrowed in a calendar year. The payment is made through the Copyright Clearance Center.
  • Middlebury College Library posts the following notice, in a font size no smaller than 8 points, in a prominent area on the web page where ILLs are requested:

The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “Fair Use,” that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

  • In all ILL copied materials, the library includes a copy of the copyright notice as it appears on the original publication and stamps a warning notice: “The copyright law of the United States (Title 17, U.S. Code) governs the making of photocopies or other reproductions of copyrighted material; the person receiving this copy is liable for any infringement in its use.”


Standard U.S. interlibrary loan forms usually include a box for the librarian to indicate whether the request for a photocopy of an article is "CCL" or "CCG" for copyright compliance. "CCL" refers to "compliance with copyright law" and "CCG" refers to "compliance with copyright guidelines." The copyright guidelines are the CONTU Guidelines from the legislative reports for the U.S. Copyright Act of 1976. When to use CCG and when to use CCL: Use CCG when you are requesting a photocopy of an article from a journal if:

  1. the article is dated within the last five years, AND
  2. your library does not own the journal title, AND
  3. this is the fifth or fewer request your library has made for this title within the current calendar year.

Use CCL in all other instances of requesting photocopies, for example:

  1. if the article is older than five years, OR
  2. if your library owns the journal title, OR
  3. if this is the sixth or greater request within the calendar year and if your library is paying royalties to the Copyright Clearance Center or document delivery vendor.
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