H3 sideBar Title

sidebar content link

Interlibrary Loan - Special Instructions for RAs and Journal Staff

You may submit an interlibrary loan request for materials that are not currently available in our library. You may ask for books, book chapters, articles, microformat, etc . We will attempt to borrow the materials from other libraries. If we are successful (we usually are), the item(s) will be sent to us, and we will notify you by email. If we are not able to locate an item, we will notify you as well.

How to use the interlibrary loan service.

All interlibrary loan requests are submitted and processed in the ILLiad database, which is available via the library's web site at http://www.ll.georgetown.edu/services/ill/index.cfm.

Creating a User ID

The first time you use ILLiad, you will need to create a user ID.   

RAs - Choose how you would like to set up your ILLiad account:

1. If you wish to receive and use the Interlibrary Loan materials exclusively, then create an ILLiad account for yourself or use one that you’ve already created.
• Use your own name in the name fields.
• Enter your University ID.
• Provide your email address (can be either GULC email or other).
• Provide your telephone number.
• Select "Student" as your status.
• Enter a username and password of your choosing.

For each ILL request submitted, be sure to include the name of the faculty or "RA for [faculty name]" in the "Use of Material" field. You will be the only point of contact for ILL transactions under this set up.

2. If the faculty wishes to receive the Interlibrary Loan materials directly and will be using them exclusively, then obtain and use the faculty’s ILLiad username and password (with his/her permission). Or, if you wish to create a proxy ILLiad account for the faculty, then:
• Use the faculty name in the name fields.
• Enter your University ID.
• Provide the faculty’s email (If you would like to receive the same email notices that the faculty receives, then place a comma after the first email address, then type your email address without any space before or after the comma. Note: The ILLiad system will only accept 50 characters in the email address field so two GULC email addresses may not fit).
• Provide the faculty's telephone number.
• Change 'Accept Web Article Delivery' to "No."
• Select "Faculty" as status.
• For username, enter the faculty's last name followed by first initial then -ra (e.g., for Professor John Smith, username will be: smithj-ra)
• For password, enter ill (lower case).

There could already be a proxy ILLiad account for the faculty. If so or if you need help creating a faculty account, please contact the ILL Office, 202-662-9154. If an account exists already and if you log into the pre-existing account, check "Change User Information" under "Tools" in the left hand navigation bar. Be sure to update the email address(es). Remove any previous RA email address and enter yours if you wish (following the proper structure mentioned above).

For each request, include your name or "Ordered by [your name]" in the "Use of Material" field. The faculty will be the main point of contact for ILL transactions under this set up. However, you can always log into the account to monitor any requests.

Please be aware that unlike the Law Library's circulation system, it is not possible to switch an ILL transaction from one ILLiad user account to another (i.e. from your individual ILLiad account to that of the faculty's). For loan submissions, be sure you are using the appropriate ILLiad account since this will determine who is the point of contact and responsible for the loan for the life of a particular ILL transaction.

Journal staff members - Check with your editors as to their preferences.

1. Some journals have pre-established ILLiad usernames and passwords that the editors would prefer staff members to use. When submitting requests under the journal office username, please include your name or type “Ordered by [your name]” in the “Use of Material” field. The journal office will be the point of contact for ILL transactions submitted under the journal ILLiad account.
2. If you’re creating a new ILLiad account for yourself as a journal staff, use your own name in the name fields, select ‘Student' as your status and also provide your university ID, email and telephone number. When submitting requests under this account, you must include the name of the journal office in the “Use of Material” field or you will be held financially responsible for loss or damage to the material. You will be the point of contact for ILL transactions submitted under your account regardless of who is using or keeping the borrowed materials.
3. If you already have an ILLiad account as a student, when submitting requests for a journal purposes, include the name of the journal office name in the “Use of Material” field or you will be held financially responsible for loss or damage to the material. You will be the point of contact for ILL transactions submitted under your account regardless of who is using or keeping the borrowed materials.

Please be aware that unlike the Law Library's circulation system, it is not possible to switch an ILL transaction from one ILLiad user account to another (i.e. from your individual ILLiad account to that of the journal's). For loan submissions, be sure you are using the appropriate ILLiad account since this will determine who is the point of contact for the life of a particular ILL transaction.

Requesting Materials

Book, microfiche, and other borrowable item requests can made in ILLiad by clicking on the WorldCat link (you will need your GoCard information to log in to WorldCat from off-campus). Search for and select a record, then choose "Click here to request via ILL" and follow instructions to submit a request. Or you may also use the blank Book Request form once you log into ILLiad; type in any available citation information into the form fields.

Article, book pages and book chapter requests are made by completing and submitting the Photocopy Request form when logged into ILLiad. It could be faster to obtain a photocopy within a monograph or book rather than a loan of the title. Therefore, if you have pages that can be copied by a supplying library, please request the pages using the Photocopy Request form.

For any request, please provide as much accurate citation information as possible to help expedite the ILL process.

Books whose status is 'Available' at the main campus' Lauinger Library should be requested using InterCampus Book Loan through Lauinger's catalog, George. See Borrowing From Other Georgetown Libraries for information or contact the Williams Library Circulation Desk ( 202-662-9131) which oversees the InterCampus Book Loan service.

Timing

It could take approximately two weeks for interlibrary loan materials to arrive, although they can come much more quickly or much more slowly than we anticipate.

• IF YOU ARE UNDER A TIME CONSTRAINT, YOU SHOULD NOT RELY SOLELY ON INTERLIBRARY LOAN. The Reference Librarians are happy to help you look for an alternate source, such as a local library where you may be able to view the item (202-662-9140 for U.S. questions, 202-662-4195 for foreign and international research questions). Faculty Services can also be of help.
• You may track an interlibrary loan request in the View Requests section of the Main Menu in your ILLiad account.
• Notification of the requested material's arrival will be sent to the email address you specified when you created the ILLiad account.
• For a loan, if the lender permits a renewal, you may request a renewal online through your ILLiad account before the due date. Many lenders do not grant renewals for overdue materials. If the due date has passed and you wish to renew, please send an email to the ILL Office so that it can contact the lender to ask for an exception.
• The loan period and renewal are set by the lending library; they do not reflect the Law Library's Circulation Desk policy. Loan periods range from 3-4 weeks and renewal periods average two weeks regardless of the borrower's status and needs. If you need the material for longer than the loan period, then be sure to submit a new request to borrow the same title from a different library before the final due date of the currently borrowed copy.
• Please RETURN YOUR INTERLIBRARY LOAN MATERIALS ON TIME. We will send an email to you if your material is overdue. Late return of materials jeopardizes our ability to borrow from the lending library in the future. Please do not abuse this privilege.

Delivery

• RAs:
  • Requests submitted under the faculty's own ILLiad account or proxy account:
    • All received materials will be delivered to the faculty by Faculty Services.
  • Requests submitted under your own username:
    • Books will be held at the Williams Law Library Circulation Desk for your retrieval.
    • Photocopies of articles could be (1) electronically deposited into your ILLiad account (for you to view or download for 30 days), (2) emailed as PDF attachment to your Georgetown Law address (only) or (3) held as print copy at the Williams Law Library Circulation Desk for your retrieval. Read the emailed arrival notification carefully to determine the delivery method of each filled photocopy request.
• Journal staff members:
  • Requests submitted under the journal office username:
    • Books will be delivered to the journal office's mailbox on the 1st floor of Williams in the Office of Journals Administration, behind the reception desk.
    • Photocopies of articles or chapters could be (1) electronically deposited into the journal's ILLiad account (for viewing or downloading for 30 days), (2) emailed as PDF attachment to the email account registered into ILLiad or (3) hand delivered in print form to the journal office’s mailbox in Office of Journals Administration. The staff who monitors the journal email account should read the arrival notification carefully to determine the delivery method of each filled photocopy request.
  • Requests submitted under your own username:
    • Books will be held at the Williams Law Library Circulation Desk for your retrieval.
    • Photocopies of articles or chapters could be (1) electronically deposited into your ILLiad account (for you to view or download for 30 days), (2) emailed as PDF attachment to your Georgetown Law address (only) or (3) held as print copy at the Williams Law Library Circulation Desk for your retrieval. Read the emailed arrival notification carefully to determine the delivery method of each filled photocopy request.

Contact Information

Please let us know if you have any questions, problems, or requests. Contact ErieTaniuchi at 202 662-9154, email us at law-ill@law.georgetown.edu , or ask at the Reference Desk.

Updated 8/11 (ET)

Page last saved on 11/14/2011