Interlibrary Loan

1. The network is a shared partnership between the Ontario Library Service (OLS), and the public libraries of Ontario.
   
   
2. The network strives for balance so that:
    
   1. every Ontarian has the right to request any material they require
   2. every Ontario Public Library has the right to control their own collections
      
      
3. All libraries may participate in the network, provided they adopt these network participation policies.
   
   
4. Each participating library makes its users aware of locally and provincially held resources, since the network provides access to materials and information beyond local resources.
   
   
5. All libraries hold resources that are unique and/or have value to patrons.

1. mediated access, where non-lending libraries with modest borrowing volume submit requests which are managed by OLS staff on their behalf. Mediated service is offered at OLS’ discretion.
   
   
2. full access by library staff.
   
   
3. direct patron access (optional).

1. To ensure the equitable participation of all libraries, libraries must accept the service, staffing and hardware responsibilities outlined below:
   
   
   1. provide access to the collections of other libraries who participate in the network by directing users to the interlibrary loan system, using a link on the library's home page and public access catalogue where possible.
   2. minimize restrictions on what can be requested.
   3. agree to share their own materials or other resources and information requested through the network, according to local ILL lending policy.
   4. formulate internal policies and procedures for interlibrary loans.
   5. notwithstanding legacy libraries without Z39.50, provide access to a Z39.50 connection.
   6. adhere to the interlibrary loan policies and participation standards as outlined in this document.
   7. review the Executive Summary of the Privacy Impact Assessment produced by the Ontario Library Service, to understand the privacy implications of information collected by the interlibrary loan system. Libraries must protect interlibrary loan patron records as per the Municipal Freedom of Information and Protection of Privacy Act. While the creation of patron records in the Interlibrary Loan Network ILL management software is compliant with the use and disclosure of personal information under the Act, libraries that would like to make the process more transparent to their patrons are responsible for drafting local waivers or consent forms as they see fit.
   8. have trained staff to provide the ILL lending function on as many days as the library is open, if possible. Staff will check incoming activity and respond to requests before they expire to keep them moving forward.
   9. ensure that staff are trained and kept up to date on changes to the ILL system, using materials and/or resources made available by the OLS.
   10. notify OLS of changes in local resource sharing staff contact information (phone, email address, etc.).
   11. provide computer equipment and connectivity for staff and patrons at their own expense.
       
       
2. The OLS retains the right to refuse interlibrary loan service to libraries who fail to comply with any aspect of the Interlibrary Loan Network Participation Policies and Standards.

OLS is responsible for the operation of the resource sharing system operations, documentation, and service evaluation, including the following:

1. administration of the interlibrary loan software and network.
2. working in collaboration with the vendor, manage the performance of the network hardware, software, expediting any service issues. 
3. monitoring the performance of existing Z39.50 targets and support the addition of new Z39.50 targets.     
4. supporting libraries who want to implement NCIP with training and technical support from OCLC. OCLC will ensure that libraries using NCIP will be able to a) check out and check in items in their own ILS system b) create brief bib/item records and place an item on hold for a patron when received from another library c) send NCIP messages automatically, so as updates are triggered in Resource Sharing for Groups, the corresponding message can be sent to the local ILS to trigger the update with no staff intervention.
5. investigating new interlibrary loan technologies which may be appropriate for the network.
6. supporting access to other information providers beyond public libraries.
7. providing access to technical support, documentation, and training resources.
8. monitoring network participation.
9. assisting in development of standards for resource sharing services.

1. Types of Materials
   
   All types of materials may be requested on interlibrary loan. Lending libraries may decide to place restrictions on the use of specific items or to refrain from the loan of whole classes of materials. When and where appropriate, both print and electronic copies may be requested in lieu of loan. Copies are not normally intended to be returned by the borrowing library to the lender.
   
   Although libraries are encouraged to loan all media, restrictions on certain materials are at the library's discretion.
   
   
2. Number of Requests per day
   
   The interlibrary loan system will set limits to the number of requests per patron, per library system, regardless of if they are issued by patrons or staff.  These limits will be reviewed from time to time with input from participating libraries. Regardless of system-wide limits, libraries can further reduce loan requests based on their own capacity.
   
   Lending institutions outside of our network may reserve the right to limit the number of requests received per institution per day.
   
   
3. Shipping standards
   
   Materials are delivered via Canada Post. Libraries use the Library Shipping Tool to access Library Materials Service prices. Libraries are responsible for the costs of delivery packaging, and for scanned or printed document delivery by fax or email. 
   
   Libraries will send materials promptly and with appropriate labelling, packaged to provide adequate protection. 
   
   Arrangements may be made with the lending library to return items by different means, e.g. RUSH ship by commercial courier at their own expense.
   
   
4. Receipt and Return of Materials
   
   The borrowing library is responsible for materials from the time they leave the lending library until they have been returned.
   
   The lending library should indicate the loan period for each item clearly and any special instructions for use, handling or shipping should be noted prominently.
   
   It is the borrowing library's responsibility to ensure that material is returned to the lending library at the end of the loan period, and to adhere to any loan restrictions. Renewal, if permitted, must be arranged before the due date. The lending library may recall materials at any time. Any obvious damage must be noted on the packing slip upon receipt.
   
   The lending library is responsible for performing the check in function on returned items to provide closure on both the lending and borrowing sides of the ILL transaction.
   
   
5. Non-receipt of Materials
   
   A status report may be requested by the requesting library after a reasonable amount of time has elapsed from the date the request was initiated.  In assessing reasonable time variables such as postage timelines should be considered.  The OLS uses 4 weeks as an estimate for reasonable time elapsed prior to requesting a status report. It is the borrowing library's responsibility to check for the arrival of material, once notified of shipment by the lending library.
   
   
6. Lost or Damaged Materials
   
   The borrowing library is responsible for reporting the loss or damage of borrowed items. Any obvious damage should be noted on the request form.
   
   If lost material is not found within the time allotted by the lending library, charges should be paid as quickly as possible. This may include replacement, processing and service charges levied by the lender.
   
   
7. Photocopying and Copyright
   
   All libraries borrowing and lending digital or physical copies of items must ensure compliance with regulations under applicable legislation including Copyright Act of Canada.
   
   
8. Service, Fax, and Photocopying Charges
   
   Borrowing libraries are responsible for service, photocopying, faxing and/or printing charges incurred through transactions with charging institutions.