Circulation Policies for the Utah State Library Collection via Interlibrary Loan
1. The State Library Division (Utah State Library) maintains a collection of general interest books, state and federal documents, and library-related periodicals, as well as a small number of videos and audio tapes. Most of this material is available for circulation to Utah Libraries and State Agencies.
2. Material in the collection can be located and requested by using the State Library Catalog. If your library or agency does not have Internet access, you may request material by mail:
State Library Division, Attn: Information Services
250 N 1950 W Suite A, Salt Lake City, UT 84115
or phone (1-800-433-1479), or fax (1-801-7156767)
Instructions on how to use the State Library Catalog can be accessed on the Catalog web page.
All Libraries and Agencies requesting materials will need an access code which allows requests to be placed in the Library's catalog, and to request materials not in the catalog. To obtain an access code, contact Ruth Anne Hansen or Craig Neilson.
3. Material from the collection is normally checked out for six weeks if there are no other requests for it. This includes time for mailing in both directions. The due date indicates when the material should be back in our hands. Renewals can be requested on material through the Catalog, or, if no Internet access is available, by mail or phone (see above), provided there are no other requests for the material. Material may be renewed up to two times for six week each. Material must be renewed before the due date.
4. Material requested from the collection will be checked out for four weeks if there are other requests pending. No renewals are allowed if there are other requests pending.
5. Materials not in the collection may also be requested from the State Library by Libraries who are not members of OCLC and by State Agencies. These requests should be made on the InterLibrary Loan (Title) Request Form. If no Internet access is available, you may request material by mail, phone, or fax (see 2 above). These materials are subject to availability. The duration of these loans is based upon the policies of the lending libraries. Renewals are allowed on some of these materials but the State Library must be notified before the due date.
6. Your Library or Agency is responsible for all materials requested from the State Library which are loaned from our collection or obtained from another library.
- You will be notified when materials requested are not available. Please notify us when materials received from libraries other than the Utah State Library are returned to the lending library. You can make this notification by filling out the InterLibrary Loan Status Form or by mail, phone, or fax.
- Bookmobile Libraries: Please have material shipped to your library for distribution to the patron when possible. If material is sent directly to the patron you will be notified when material is shipped, either via e-mail or other means. This program aims to ensure that your library has better control over the circulation of these borrowed materials; (the State Library will not maintain records on individual patrons; once material is mailed directly to the patron, your library or agency is responsible for reporting on its status and its return to the lending library). Having materials shipped to your library for distribution means that the patron has access to a wider array of materials, as most lending libraries will not loan materials directly to private individuals. This policy also recognizes the fact that the patrons requesting the materials need to maintain a close link with their local library.
- The borrowing Library or Agency will be responsible for maintaining due care of the materials, requesting renewals, and returning the materials before the due date. (Materials loaned from outside of the State Library collection are normally returned directly to the lending library.)
7. All materials more than four weeks overdue will be considered lost, and the library or agency will be responsible for the cost of the material, due and payable to the Utah State Library Division within thirty days after receiving the invoice for the lost material. Libraries or Agencies with more than seven items from the State Library collection overdue or more than 10 items borrowed from other libraries overdue will be eligible to receive additional items when materials have been returned or payment for cost of the material has been received.
8. Please contact Craig Neilson if you have any questions or comments about this policy.
Information for State Agency Employees:
Material in the collection can be located and requested by using the State Library catalog, available over the Internet, or in person at the State Library. Additionally, the State Library has access to materials from across the country via interlibrary loan. All public libraries and authorized Agency Representatives will need an access code which allows requests to be placed in the library's catalog, and requests to be made for materials not in the library's catalog, using the interlibrary loan form.
Persons authorized to borrow materials from the State Library catalog must meet the following criteria:
They must file an application with the State Library which indicates the following: their position within the appropriate state agency; their contact telephone number, e-mail address, and mailing address.
Their willingness to keep track of materials loaned to them, and to return these materials on time and in good condition; their willingness to return materials made available from outside the State Library, obtained through interlibrary loan, directly to the lending libraries; their willingness to act as representative of their agency or subdivision thereof in the circulation of materials from the State Library.
Their awareness of the services provided by the State Library and their willingness to inform others in their agency about these services.
These persons will request materials from the library's Internet catalog, and/or authorize the circulation of materials to individuals visiting the library. Materials will either be sent directly to the authorized Agency representative for distribution to requesting parties, or held for pickup by persons authorized by the authorized Agency representative.
Interlibrary Loan - Utah State Library Material not in the collection may also be requested. These requests should be made on the Library's ill request form. The duration of these loans is based upon the policies of the lending libraries. Renewals are allowed on some of these materials, but the State Library must be notified before the due date of the material. Photocopies of periodical articles and other material is also available. There may be a charge for these items.
The Agency representative is responsible for all materials requested. Materials more than 4 weeks overdue will be considered lost and the agency representative will be responsible for the cost of the material, due and payable to the Utah State Library Division (or other lending party) within thirty days after receiving the invoice for the lost material. Agency representatives with more than 7 items from the State Library collection overdue and/or more than 10 items borrowed from other libraries through interlibrary loan overdue will be ineligible to receive further materials until overdue materials have been returned or payment for cost of the material has been received. You will be notified when materials requested are not available.
Anyone may use the State Library's materials within the Library, during regular business hours.
Revised April 1998
Policy Approved by the Utah State Library Board July 17, 1998.
For more information - Craig Neilson
