Frequently Asked Questions About Standards and Regulations

An interlibrary loan policy includes information about:

• Who can submit interlibrary loan requests (patrons or library staff)
• Which collections are available for interlibrary loan
• Which collections are restricted (if any) [see Library of Rhode Island Standard 3.4(B)(1)-(3)]
• If there are charges or fees connected to interlibrary loans (e.g., postage)
• The loan period for material borrowed through interlibrary loan
• The total number of items that can be requested

The interlibrary loan policy must comply with the Library of Rhode Island Interlibrary Loan Code (§ 3.4 of the Library of Rhode Island Standards). For a public library, its interlibrary loan policy must also comply with the Standards for Public Libraries.

Library of Rhode Island Standard § 3.3(C)(1) An interlibrary loan policy that complies with the Library of Rhode Island Interlibrary Loan Code and adheres to that code consistently and without discrimination and which provides justification for what materials will not be loaned to those outside of the library's clientele. This policy cannot conflict with the Library of Rhode Island Interlibrary Loan Code.

A service policy includes information about:

• Who is eligible to receive materials from the library through interlibrary loan
• Whether or not the library facility is open to the public and, if so, the hours that the library is open
• If the library facility is open to the public, include information about access to the collections

Library of Rhode Island Standard § 3.3(C)(2) A service policy which defines the library clientele and their access to the library collections and services.

The Standards require libraries to make policies, not procedures, available. Use the following descriptions to distinguish between policies and procedures.

• A policy makes clear how the library will conduct itself in relation to providing a service or responding to requests from patrons. Policies are the managing principles that guide decisions.
• A procedure makes clear the steps that library performs to provide a service and what it requires the recipient of a service to perform. In many ways, the procedure is the policy in action. Procedures are similar to instructions and include: who does what; what steps need to be taken and in what order; and which forms or processes are used in the procedure.

If materials in special collections do not circulate outside of the library, then a Library of Rhode Island member is not required to make them available through interlibrary loan.

Kindles, iPads and tablets are equipment and do not have to be loaned through interlibrary loan. However, some libraries do loan Kindles, iPads and tablets.

Libraries are not required to make materials like realia and tools eligible for interlibrary loan, because such items are not standard library materials and resources (i.e., books, CDs, DVDs, audio books, serials), However, Library of Rhode Island members are encouraged to loan such materials if they meet other criterial for Delivery services. 

A requesting library can charge overdue fines to a patron when materials are not returned in a timely fashion or fees to cover for lost items. Libraries may charge fees to cover the cost of shipping items.

A library can invoice or stipulate a replacement plan to a requesting library for damaged or lost items. Libraries may not impose any fees or overdue fines on other Library of Rhode Island members.

Library of Rhode Island Standards § 3.4(C) Responsibilities of Requesting Library

  § 3.4(C)(4) If damage or loss occurs, the requesting library will provide compensation or replacement, in accordance with the preference of the supplying library.



Library of Rhode Island Standards § 3.4(F) Fees

  § 3.4(F)(1) No library will charge another library an interlibrary loan transaction fee.

  § 3.4(F)(2) A supplying library will not charge a requesting library overdue fines.

Numerous questions related to Library of Rhode Island Standards, ILL Code Sections § 3.4(B)(1) – § 3.4(B)(2) are asked. The intent of these sections of the Standards is to make clear the fact that no Library of Rhode Island member may refuse to loan its DVDs, CDs, books or serials if those materials are loaned to its own patrons. Such items should be placed in delivery as requested. The intent of § 3.4(B)(2) is to make clear that libraries cannot withhold entire formats, such as DVDs, from the ILL system.

Library of Rhode Island Standards, § 3.4(B) Scope

  § 3.4(B)(1) Any type of library material, including digital content, may be requested on loan or in copy form from another library in accordance with existing interlibrary loan procedures. The supplying library has the discretion of deciding in individual instances whether a specific item can be provided, and whether the original or a copy can be sent.



  § 3.4(B)(2) If a category of material (e.g., books, CDs, magazines, DVDs, journals) is generally available to library clientele, it must be made generally available by Interlibrary Loan. In other words, an entire category of generally available material cannot be excluded from Interlibrary Loan availability specifically because of its format type.

Concerns about loss, damage or use of the Delivery are not reasons to withhold the loan of materials. Libraries concerned about damage in Delivery should refer to OLIS Delivery FAQ for information on how to report problems. Library responsibilities for lost or damaged items is covered by Library of Rhode Island Standard § 3.4(C)(4) “If damage or loss occurs, the requesting library will provide compensation or replacement, in accordance with the preference of the supplying library.”

Library of Rhode Island members can set aside items as non-holdable that are available for walk-in patrons on a first-come, first-serve basis. These items must be clearly identified in the public catalog as non-holdable. All holdable items must be available, and holds filled, for all Library of Rhode Island patrons.

The same criterion applies to ILL requests.

Course reserves should not permanently remove materials from availability. Library materials on course reserve may be temporarily removed from the ILL system and be made available once the reserve period ends.

Library of Rhode Island members certify that they are abiding by the Library of Rhode Island Standards, not ALA codes or guidelines. For all Library of Rhode Island member libraries, Library of Rhode Island Standards § 3.4 Library of Rhode Island Interlibrary Loan Code takes precedence over the Interlibrary Loan Code for the United States prepared by the ALA Reference and User Services Association.