Interlibrary Loan Policy

The Interlibrary Loan (ILL) Office can borrow library materials that we do not own or are unavailable for Colgate faculty (current and emeritus), students, staff and administrators through a network of cooperating libraries.

What May I Borrow?

You can usually borrow books without restrictions, although some material may be restricted to use within the library. Most libraries do not loan periodicals but will send photocopies of periodical articles. While audiovisual materials and sound recordings are becoming more easily obtainable through ILL, rare books, manuscript collections and non-circulating reference materials are usually unavailable for loan. Since exceptions do exist, please check with the ILL staff if you wish to borrow such materials.

My Interlibrary Loan

You may monitor the status of your request through My Interlibrary Loan. Bibliographic details, due dates and renewals are all displayed in this secure online service. If your have questions please contact:  Ann Ackerson at 228-7597 or via email at aackerson@mail.colgate.edu.

How do I initiate an Interlibrary Loan (ILL) Request? 

The steps are outlined on our ILL Request Page. Registration is now mandatory for all users.

Who Is Eligible to Borrow?

ILL services are freely available to current Colgate University faculty, students, staff and administrators.

Persons Who Are Not Colgate Faculty, Current Students or Staff:

Responsibilities to current faculty, staff, and students always take precedence.   The heavy demand for interlibrary loan services for our primary clientele limits our abilities to provide similar services to others, and it is typical for academic libraries to provide no interlibrary loan services to others.  However, within the limitations of our primary responsibilities and subject to responsible stewardship of materials lent to us by other libraries, the Colgate University Libraries wish to establish as generous and helpful a policy as possible.

From the beginning of the fall semester to the end of the spring semester, interlibrary loan services are available only to currently registered or employed students, faculty and staff; and to faculty and staff emeriti of Colgate University.

During the summer months, however, interlibrary loan privileges are extended to Colgate alumni or alumnae and to visiting scholars under the following provisions:

Alumni or alumnae:

• Alumni or alumnae who wish to secure interlibrary loan privileges for the summer months must establish a $50.00 deposit account.  Monies in deposit accounts are refundable at the end of the summer, less any unpaid fees or assessments for damage or loss of items.
• Alumni or alumnae who wish to secure interlibrary loan privileges for the summer months must sign a statement accepting responsibility for payment for any lost or damaged materials in amounts established by the lending library.
• The Application for Borrowing Priviliges includes a statement to be signed by the applicant accepting, "Responsibility for fines, billing and replacement costs for overdue, lost or damaged materials." This statement applies to interlibrary loan materials as well as Colgate-owned materials.
• Alumni or alumnae will pay in advance a $10.00 service charge for each item requested.   If the lending library levies charges for borrowing privileges, these charges will be paid by the alumnus or alumna upon receipt of the material.  Any unpaid charges will be deducted from the deposit account.
• Overdue status on any Colgate-owned or interlibrary loan item will result in an immediate block on all borrowing.  ILL privileges will be revoked if any ILL is kept more than two weeks overdue.
• All payments must be made by check, payable to Colgate University.  Interlibrary loan personnel are not authorized to accept any other method of payment.  Refunds from deposit accounts will be made by a voucher redeemable at the cashier's window in Colgate Hall.
• Alumni or alumnae may request visiting scholar status through the Dean's office as appropriate.

Visiting scholars:

• Visiting scholars who wish to secure interlibrary loan privileges for the summer months must complete an Application for Borrowing Priviliges available on the Web or at the Circulation Desks of Case and Cooley Libraries. Visiting scholar status must be verified by the Ofice of the Dean of the Faculty either on the Application for Borrowing Priviliges or by an attached letter.
• Visiting scholars who wish to secure interlibrary loan privileges for the summer months must establish a $50.00 deposit account.  Monies in deposit accounts are refundable at the end of the summer, less any unpaid fees or assessments for damage or loss of items.
• Visiting scholars who wish to secure interlibrary loan privileges for the summer months must sign a statement accepting responsibility for payment for any lost or damaged materials in amounts established by the lending library.
• If the lending library levies charges for borrowing privileges, these charges will be paid by the visiting scholar upon receipt of the material.  Any unpaid charges will be deducted from the deposit account.
• Overdue status on any Colgate-owned or interlibrary loan item will result in an immediate block on all borrowing.  ILL privileges will be revoked if any ILL is kept more than two weeks overdue.
• All payments must be made by check, payable to Colgate University.  Interlibrary loan personnel are not authorized to accept any other method of payment.  Refunds from deposit accounts will be made by a voucher redeemable at the cashier's window in Colgate Hall.