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ILL Borrowing Policy

This is a guide to the requirements and policies for using InterLibrary Loan through the New Mexico State Library.

Important to Note

  • Never affix adhesive labels or tape to an item borrowed.
  • Do not write, highlight, or do anything that may mark a borrowed item. Please handle materials with care.

Eligibility and Registration

Current employees of the New Mexico state government are welcome to sign up for InterLibrary Loan (ILL) services for obtaining research materials for their work.

State government employees that do not already have an account can register here. the registration form should be filled out using the employee's personal work information including: work address, work phone number, and work email address (ending in @state.nm.us or @nmlegis.gov).

Cost

The State Library does not charge fees for ILL and only orders from libraries who do not charge fees in return, so that ILL services can be provided to the library's patrons free of charge.

If any ILL material is lost while it is checked out to the patron he/she will be held responsible for paying the invoice for that item (see the "Lost Books" section for more information).

 

Quantity

Government employees are allowed 10 active requests at a time. If the request limit is reached no more requests can be submitted until a currently checked out books are returned and checked in at the State Library; this gives the request associated with the returned book a completed status and no longer contributes to the patron's active request count- allowing them to submit more requests.

Submitting a Request

Books and articles can be requested online at https://nmstatelibrary.illiad.oclc.org/illiad/logon.html.

To submit a request, login to the ILL website at the URL listed above, and fill out the appropriate form (i.e. Book/Audio Book, Article, or Media (DVD/VHS/CD)) for the desired item under the “New Request” section in the menu. Then enter the citation information for the book or article into the request form. Please provide as much information as possible; the more information there is to work with, the faster it will be to find the correct item without needing to ask for clarification.

It takes 10 working days on average to receive a book. Certain articles can be delivered by email within 24 hours, others may average about 10 working days.

Notification

Loans: Notification will be sent via email when any requested books are available for pickup. For state employees local to Santa Fe, books will be held at the New Mexico State Library reference desk -on the 2nd floor of the library- when they are available.

State employees outside of Santa Fe can choose to have their books shipped to their office.

Articles: Notification will be sent via email when your article is available. The email will provide direction on how to access a PDF file on the patron's ILL account where it can be viewed under the “electronically received articles” section.

Renewals

Some items may be eligible for renewal; however, the library staff will have to check with the lending library if they will permit an additional loan period. Please submit renewal requests 4-5 days before the due date. Most lenders will renew books one time, but the lending library will be more likely to approve a renewal request if the book is not already overdue.The decision of the lending library is final.

Renewals can be requested through the ILL website. The “Renew Request” link will appear in the transaction information of a request (towards the top of the page) if: the ILL staff has allowed renewals for the item, and if it is within the allowable time range before the book is due. If the “Renew Request” button is not available contact the State Library to ask for a manual renewal via email at nmslinterlibraryloan@state.nm.us and the library staff will attempt to submit the request.

Recalls

Interlibrary loan items may be recalled at any time by the lending library. The patron will be notified via email if an item he/she has requested is recalled back to the lending library. When a book is recalled the due date that was initially given is no longer valid, and the patron must return the book to the state library as soon as possible.

Overdue Items

The ILL system automatically generates email notifications when a request’s due date is near, as well as up to 3 notices once the book is overdue.

The State Library does not charge overdue fees for ILL items; however, please return books promptly so that the State Library can maintain good relationships with its lending libraries, and they will continue to lend their books in the future.

Lost Books

For books from the State Library's collection:

If an item, that comes from the State Library's collection, is 4 weeks late the patron will be invoiced for the cost of the book. The State Library accepts replacement copies, if in new condition, in lieu of monetary payment.

For books from other libraries:

The amount of time it takes to receive an invoice from another library will vary depending on the policies of each individual lending library. When an invoice is received the amount will be billed to the patron's account- in this instance replacement copies will not be accepted.

Copyright Law

The State Library is able to provide its patrons materials based on the provisions of fair use. If at any time the library's staff feel that a request violates copyright law the library reserves the right to refuse filling the request.

For more on copyright law and fair use you can visit: https://www.law.cornell.edu/uscode/text/17/108.