Inter-Library Loan Borrowing Policies

The ILL Office is open weekdays 8.00 am to 5.00 pm.

Phone: 410-651-6609 (with voice mail)


Fax: 410-651-7597

Who can use ILL?What can be ordered?How to submit ILL requestsHow long does it take to receive an ILL request?How much does ILL cost?
Where do I pickup ILL requestsILL Loan periodReturning ILL materialsCopyright Restrictions 

The Inter-library Loan Office of Frederick Douglass Library primarily serves the faculty, students and staff of the University of the University of Maryland Eastern Shore (UMES). Services are provided when instructional, research and scholarly materials are not available in Frederick Douglass Library (FDL), through FDL databases or through the University System of Maryland.

Who can use the Inter-library Loan service?

The Inter-library Loan service is available to current UMES faculty, students and staff. Patrons must register their campus ID at the Circulation Desk.

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What can be ordered on Inter-library Loan?

Patrons may request books, articles, reports, book chapters, conference papers, videos, and sound recordings. The availability of items and the length of the loan periods depend on the policies of the lending library. For example, corporate technical reports, theses, and dissertations may be difficult to borrow.

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How to submit ILL Requests

Before placing a request, (a) check the online catalog for USM system for books. Circulation handles Inter-campus Loans (books from other USM libraries). Inter-campus Loans can be ordered by using the intercampus loan instructions found here (link to come). (b) Check the databases and the UMES online catalog for availability of journal articles and books in the Library.

Submit all requests through ILLiad by following these steps:

  1. Log on to ILLiad
  1. Enter your barcode number which begins with “21431” and your last name 
  2. If you are using ILLiad for the first time the system will prompt you to register 
  3. From the main menu of your account, select the form that is appropriate for the type of request you want to make 
  4. Complete one request form for each item that you need 
  5. Complete the form as accurately as possible 
  6. If a journal title is abbreviated type it as is, do not guess the full title 
  7. Include the source of the citation in case additional information is needed to fill the request 
  8. Click on the “submit” button to send your request 
  9. You are allowed to submit up to 20 requests at any one time 
  10. Be sure to close all browser windows when you are done using ILLiad, so that the system will log you out.

U.S. Copyright Law (Title 17) governs photocopies made by a library on behalf of a patron. There are limitations on the length of copies and the number of articles per journal that can be copied. Please consult with the Access Services Librarian for details, or see the Copyright Warning.

Requests may be denied if:

  • Your request for a photocopy would break U.S. Copyright Law
  • You are not a borrower in good standing at the Library

Requests may not be filled if:

  • We are unable to identify or locate the item
  • The deadline by which you need the material is less than two weeks
  • You are unwilling to pay the costs associated with borrowing or copying the item

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How long does it take to receive requests?

Generally it takes about one to two days for FDL to receive photocopy requests received electronically. Most books arrive within 2-3 weeks depending on availability and location. Patrons are therefore advised to submit requests at least three weeks before their own deadlines.

How much does ILL cost?

Frederick Douglass Library does not charge patrons for Inter-library Loan services. However, some libraries do charge for borrowing and photocopying. You will be contacted if there is a fee for an item you have requested. Patrons who are willing to pay the fees must complete the  ILL Agreement Form  and send it to the Inter-library Loan Office. Payment will be made when the item is ready for pick up; and it can be in cash, by check payable to Frederick Douglass Library, or from a departmental or grant account.

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Where do I pick up items supplied on Inter-library Loan?

  • Patrons are notified by e-mail when an item is ready for pick-up or if there are any problems with fulfilling a request.
  • Books are picked up in the Library at the library service desk.
  • Articles are made available to patrons electronically through ILLiad accounts where they will reside for 30 days. Patrons are encouraged to save articles to disk to avoid losing them after the 30-day expiration.

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Loan Period

  • Loan periods and restrictions are determined by the lending library; in most cases the loan period is three weeks.
  • The due date appears on the sleeve that is attached to the borrowed materials.
  • Renewals may be requested through your ILLiad account unless the lender has specifically indicated that the item cannot be renewed.
  • Requests for renewal must be made five days in advance of the item’s due date.
  • Libraries that lend materials reserve the right to recall items at any time for their users. You must therefore be prepared to return the item as soon as possible.
  • If the renewal is not granted, you may request the title again, but the original item must be returned to Frederick Douglass Library before a second copy will be checked out to you.

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Returning Borrowed Material

All items borrowed through Inter-library Loan must be returned to the Library by the due date. Patrons who ignore due dates will have their borrowing privileges cancelled. In addition, patrons will be responsible for paying any fines charged by the lending institution for overdue and lost materials.

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Warning Concerning Copyright Restrictions

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research”. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use”, that user may be liable for copyright infringement.

This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

By submitting an Inter-library Loan request, you agree to abide by these copyright restrictions.

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