Out of District ILL
Procedures for ILL Requests for Items NOT in the SCLS
Most books are loaned at no charge for six weeks. Within copyright restrictions, photocopies of non-circulating material will be supplied to libraries within New York State at no charge.
1. Check to see if the item is available from the New York State Library (www.nysl.nysed.gov)
go to Catalog & Digital Collections
choose Search NYSILL
If the item is NOT in the NYSL catalog, handle it as you would any other out-of-County request using the familiar SCLS ILL Request form.
Otherwise, you will be requesting the item directly from the NYSL website.
2. Keep in mind that you MUST to provide the Copy Material Location (located at the bottom of the record) when you fill out the ILL form. It will look something like this: 1 BOOK C-STACKS.
| WE CANNOT PLACE REQUESTS ON BOOKS THAT ARE CHECKED OUT. THERE IS NO “HOLD” FEATURE.
For items that are checked out, you must keep checking until the item is back on the shelves. |
3. Print a copy of the item record by using either the FILE—PRINT commands, OR, you can simply mark the record to create a Print/Capture.
4. Go to REQUEST Item
From the menu selections, choose REQUEST THIS BOOK FROM EXCELSIOR, unless the item falls into one of the other categories (i.e. SERIAL ).
The ILL form looks like this:
The ILL form automatically enters the call# and item ID. You must fill out the remaining fields.
LOCATION: Enter the Copy, Material, Location information (i.e. 1 BOOK C-STACKS)
NOTE: Enter the Patron information here (Name, barcode, phone/email)
SEND TO: Enter the Sachem Library ID Number (SLS-29)
USER ID: Repeat SLS-29
5. Click on PLACE REQUEST
6. Until further notice, bring copy of item request to Circulation, with the Patron information on it just fort heir information. AND make a copy for the Reference Desk ILL folder.
Magazine/Serial Requests:
Patrons may NOT ask for an entire journal. Nor will the NYSL honor multiple requests, due to copyright issues. Students with bibliographies of mandatory articles to be read must use either the VRC and/or their own academic libraries.
Search for serials the same way as books.
To bring up a serials request form, choose REQUEST THIS SERIAL FROM EXCELSIOR. Note that you still have to enter the Copy Material Location information in the location box.
Most people are not going to have a full bibliographic citation for a newspaper article, so browse the holdings list for the correct microfilm and enter the correct call number for the date requested.
Here is a partial record for the New York Daily News:
key: ocm09541172 Local system #: (OCoLC)9541172 (OCoLC)2268258 Uniform title: Daily news (New York, N.Y. : 1920) Title: Daily news. Variant title: Published on Sunday with a separate designation as: Sunday news Oct. 10, 1920-Feb. 20, 1977 Variant title: Issues for Sept. 19-26, 1923 published jointly with other newspapers as: Combined New York morning newspapers Variant title: Issue for Sept. 23, 1923 published jointly with other newspapers as: Combined New York Sunday newspapers Publication info: New York N.Y. : Daily News L.P., 1920- Current frequency: Daily Volume/date range: Vol. 2, no. 87 (Oct. 5, 1920)- General note: Publisher: News Syndicate, Inc., <Sept. 5, 1949-Oct. 18, 1955>. General note: “New York’s Hometown Newspaper.” Other forms: Also available on microfilm from the Library of Congress, Photoduplication Service, UMI and Bell & Howell. Other forms: Also available online. Title history note: Bilingual (Spanish/English) ed.: Daily news (New York, N.Y. : 1995). Title history note: Afternoon ed.: Daily news express, 2000- Local note: Metro New York Ethnic and Neighborhood Newspaper Collection. Held by: NYSL MSC Latest issues: NYSL–MAR 10, 2009; Electronic access: CMS callnum: NY 01,New York,93-31959 Summary holdings: MC/FM Jan 1, 1970-Mar 15, 1972, Apr 1, 1972-Jul 31, 1978, Nov 7, 1978- Summary holdings: MA LATEST 4 YEARS Summary holdings: N QC16543 2000 SEP 14, OCT Call Numbers for: NYSL 1) NY 01 New York 93-31959 1970 APR 1-15 1 MICROFILM NEWSPAPER 2) NY 01 New York 93-31959 1970 APR 16-30 1 MICROFILM NEWSPAPER 3) NY 01 New York 93-31959 1970 AUG 1-15 1 MICROFILM NEWSPAPER 4) NY 01 New York 93-31959 1970 AUG 16-31 1 MICROFILM NEWSPAPEREtc.
Note the box that says Copyright Compliance. This MUST be filled out or the material will NOT be sent. The NYSL expects libraries to take responsibility in regards to copyright.
If the item is dated 1922 or earlier, you must type CCL in the box. [Complies w/Copyright Law]
If the item is dated after 1992, you must type in CCG. [Complies w/Copyright Guide]
Fill out the information in the location, note, send to and user ID just as you would for a book.
e-Journals:
While e-text books are not available for ILL, e-journals are. If a patron wants an article from an e-journal, fill out the request form with the traditional bibliographic info (author, title, vol., number, pages, etc.) and include the patron’s email address in the note field. If the patron does not have an email address, you can use sachref@suffolk.lib.ny.us but make sure we have the patron’s personal info so we can print it out for them.
Microfilm
When ordering newspaper microfilm, you will need the OCLC# for that newspaper. The attachment has many of the most common titles. According to the NYSL website, newspapers on film (except for The New York Times) may be borrowed through Interlibrary Loan, with a limit of 5 reels per title per request.
