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Library : Interlibrary Loan

ILL Request Forms

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Lilla Thompson
Interlibrary Services Coordinator
Wyndham Robertson Library
Hollins University
Roanoke, VA 24020

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Frequently Asked Questions About Inter-Library Loan and ILLiad

The Interlibrary Loan (ILL) Department requests library materials from, and supplies materials to, other libraries. Our mission is to provide members of the Hollins community with research materials not owned by libraries on this campus.

Who can use ILL?

Current employees, faculty, staff, graduate and undergraduate students of Hollins University.

Making a request: what is ILLiad?

ILLiad is the Wyndham Robertson Library's Web-based interlibrary loan service. ILLiad allows you to place and track requests for journal articles and books not available at the Wyndham Robertson Library.

How do I get started using ILLiad?

Log in using your current Hollins network username and password, and fill in your contact information.

Why do I need a username and password to use ILLiad?

Your username and password allow us to give you secure access to information about your interlibrary loan requests. You can also edit your personal information such as your address or phone number.

Your username and password are your your hollins network username and password, the same you use for my.hollins and hollins.edu email.

What if I forget my username or password?

If you forget your username or password, please email us at ill@hollins.edu or call 540-362-6239 for assistance.


How do I update my information: email, phone number, office etc.?

Click on Change User Information under the Tools heading. Make any necessary changes and click Submit Information.

Software requirements: what web browser do you recommend?

You need a Web browser that can handle forms, tables, and preferably Cascading Style Sheets (CSS). We recommend the current versions of either Microsoft Internet Explorer or Mozilla Firefox. In order to use electronic delivery, you must also have Adobe Reader.

For assistance with installation or upgrading of software, Hollins University users can contact the Computer Services Help Desk at 540-362-7777 or help_desk@hollins.edu.

Why does my browser say that you're sending a cookie?

The technology that we use sends a Session ID to be stored on your machine. You can refuse this cookie and still be able to use ILLiad without any problems.

Placing a request: what materials can I request?

Interlibrary loan is a service provided to current Hollins students, faculty and staff. Materials commonly obtained via Interlibrary Loan include: books, articles, book chapters, films, sound recordings, and theses.

NOTE: we cannot order

  • Textbooks or required texts for classes. ILL cannot serve as a substitute for purchasing these items.
  • Items already owned by this library. Please check the online catalog for books, or Journal Finder for periodical titles and dates before initiating an ILL request.

Films, sound recordings, and theses may take a longer time to borrow, because of limited availability and/or some libraries' inability to lend these materials. If you need other types of material, such as entire issues of periodicals, music or play scripts, newspapers, reference books, or microfilm, please contact the ILL coordinator about such a request. Because other libraries are often not able to lend these materials, we may have to make special arrangements to borrow them. The conditions of inter-library loan services are set by national and regional codes as well as by the policies of each lending library.

Please consult a reference librarian about any material not held by this library: we will help you consider all of the possible sources.

How do I edit or cancel a request?

How do I edit a request?
Click on Outstanding Requests under the View heading. Click on the Transaction Number of the request you wish to edit. If the request has not already been sent to another library, you can edit it by clicking on the Edit Request link at the top of the page. Click Submit Request when you are finished.

How do I cancel a request?
Click on Outstanding Requests under the View heading. Click on the Transaction Number of the request you wish to cancel. Click the Cancel Request link at the top of the page.

How do I resubmit a cancelled request?
Click on Cancelled Requests under the View heading. Click on the Transaction Number of the request you wish to resubmit. Click the Resubmit Request link at the top of the page. Make any necessary changes to the request, then click Submit Request.

How many requests may I make?

We do not limit the number of requests you may make; if placing a large number of requests (>10) at one time, please help us by indicating priority. We may contact you to confirm your need for certain materials, particularly if materials are difficult to obtain or you have submitted a large number of requests.

Are there charges?

Interlibrary loan is usually free. We always order from free lending libraries that own the particular material. If there are no free lending libraries, we may email you regarding any costs before proceeding.

NOTE: You are liable for any charges related to overdue, lost or damaged items. Because ILL violations affect our borrowing privileges for all Hollins users, any charges for violations must be paid promptly. Fine amounts are determined by the lending library, and in accordance with the National ILL guidelines, the lending library may impose additional fees to cover the administrative costs of replacing items.

Copyright, fair use and ILL

Current copyright law prohibits ordering more than 5 articles from one journal title from within the last 5 years. For this reason, patrons may be asked to limit requests from a particular journal title.

Items borrowed through interlibrary loan must be used in such a way that does not violate the principles of Fair Use.

How long does it take?

Interlibrary loan requests are usually sent to the prospective lending library within 24 hours. For the fastest service, submit your orders as early in the semester as possible.

Article requests are usually received in 3-5 business days. Books not owned by the Wyndham Robertson Library take longer to arrive (via U.S. Mail or UPS); we suggest that you expect a book request may take 1-3 weeks. If you need an item by a particular date, please contact us to make sure that we can meet your deadline: call us at 540-362-6239 or ill@hollins.edu.

Arrival time depends on several factors, including whether the item is immediately available, the transit time, and hours of operation at both ends of the transaction. Occasionally we are unable to fill a request and will inform you if this is the case. Notification will be by phone or email when items are received.

What does the "Status" of my request mean?

  • Awaiting Extensive Searching - The item could not be located using our usual interlibrary loan tools. Library staff have set it aside for further investigation.
  • Awaiting Request Processing - The request has been submitted and is waiting for ILL staff to process it and request it from another library.
  • Cancelled by Customer - The customer has requested that this item be cancelled.
  • Cancelled by ILL Staff - All cancelled requests end up at this status (even if they were originally cancelled by the customer). See the "Reason for Cancellation" to determine why the request was cancelled. Usually requests are cancelled because the items requested are actually available locally, in the Wyndham Robertson Library.
  • Checked Out to Customer - This status means that you have checked out a book from the ILL office. It is important that ILL books be returned by the due date because the lending library may suspend our borrowing privileges if we return books late.
  • Customer Notified via E-Mail - You have been sent an E-Mail telling you that an article or book is waiting for you at the library's first floor circulation desk.
  • Customer Notified via Phone - You have received a phone call telling you that an article or book is waiting for you at the library's first floor circulation desk.
  • Delivered to Web - These articles can be downloaded as PDFs by clicking on Electronically Received Articles from the View menu.
  • Request Finished - Once an article request has been delivered to you, or a book request has been returned to the lending library, the request goes to "Request Finished" status. If you have not yet received the item, it may be on its way to you via FLEX delivery (faculty and staff only).
  • Request in Processing - ILL Staff are working on your request.
  • Request Sent - The request has been sent to another library. We have not yet received the item from the lending library.

Why don't I see older requests when I look at my "Request History"?

Only the requests you submitted after ILLiad was launched on September 1, 2010, will be in the ILLiad database.

How long may I keep items?

The lending library determines the length of the loan period for books, usually between two and six weeks.

May items be renewed?

Many libraries do not allow renewals, so patrons are advised to plan their research and complete the use of ILL materials before the due date.

To request a renewal, click on Checked Out Items under the View heading. Click on the Transaction Number of the request you wish to renew. Click the Renew Request link at the top of the page.
Please note:

  • The book is not renewed (yet). You have only requested a renewal. Library staff will contact the lending library and request that the book be renewed. We will contact you when we find out if the renewal is approved.
  • You may only request a renewal 7 days or less before the due date.
  • No renewals may be requested after the due date.

Where can I pick up/return materials?

Please pick up and return materials at the Wyndham Robertson Library's first floor Circulation Desk.

Who do I contact if I have problems with or questions about ILLiad and Inter-Library Loan?

Contact the Inter-Library Services Coordinator, Lilla Thompson, at ill@hollins.edu or 540-362-6239.