DIRECT BORROWING
If the in-state databases are not searched, the request will be returned with the form below.
BEST SELLERS
The purpose of interlibrary loan is to provide library materials to your patrons that are not available at their local library. It is not a substitute for local purchase of often-requested titles. These titles are usually not available through interlibrary loan. We urge you to add these popular titles to your own local collection whenever possible.
FORMS
RPLS will no longer provide request forms to libraries. RPLS Interlibrary Loan will accept First Search printouts as request forms.
RETURN SLIP (click to open) Click to download PDF version Get Adobe Reader
The return slip will accompany requests that are returned unsearched.
LOAN PERIODS
Books borrowed from libraries other than RPLS headquarters are usually loaned for a period of two weeks from the time they are received by the member library. All books borrowed through RPLS should be returned through RPLS.
Books borrowed from the RPLS professional collection are loaned for four weeks.
RENEWALS
A book can be renewed by calling us or sending or faxing us a Renewal Request Form (see next page). If you use the Renewal Request Form be sure it reaches us before the due date. We need the following information.
1. Book title.
2. Author (if any).
3. Date due.
4. The name of the library the book was borrowed from.
5. If the book has an IL# indicated by the OCLC line on the request sheet, or in the paperwork that came with the book, then we need that number.
IMPORTANT NOTE: If the book is already overdue, we cannot renew the book. Occasionally, the lending library has a policy against renewing books. We can usually tell you immediately if we cannot renew it.
A BOOK CAN ONLY BE RENEWED ONCE. If your patron knows he is going to need the book longer than the additional two weeks given by the renewal, the librarian can call Interlibrary Loan and ask us to send another copy of that book if possible. The patron may have another copy to use by the time the renewal period of the original copy is up.
RENEWAL REQUEST FORM (click to open) Click to download PDF version Get Adobe Reader
1. MATERIALS SENT THROUGH RPLS DELIVERY
ROUTING SLIP (There is no webpage for this form, use PDF version) Click to download PDF version Get Adobe Reader
A. Fill in Route TO: and be sure to check the box for type of library.
Examples of how to fill in Route TO:
* Warrensburg
* Warrensburg Elementary
* Warrensburg High
* Lincoln Library - Main
Springfield
* Lincoln Library - West
Springfield
* Lincoln Library - North
Springfield
* Lincoln Library - Southeast
Springfield
* Lincoln
* Central A&M Jr. High
Assumption
* Central A&M High
Moweaqua
* Taylorville Memorial Elementary
* Sullivan (Not Elizabeth Titus
Memorial Library
* Clinton (Not Vespasian Warner
Public Library District)
* Springfield College
* Illinois Early Childhood Clearinghouse
B. When returning materials, always cross out your library name.
C. When sending materials on to another library, your existing label can be reused by taping a ROUTE ON TO label over the original ROUTE TO box. Fill out the ROUTE ON TO label following the examples above and check the box for type of library.
ROUTE ON TO (There is no webpage for this form, use PDF version) Click to download PDF version Get Adobe Reader
Materials to be returned to Illinois libraries outside of RPLS (including University of Illinois at
Springfield, Southern Illinois University School of Medicine, or the Illinois State Library which
have direct ILDS delivery) and materials sent to Illinois libraries outside of RPLS.
Carefully fill out an ILDS routing label (see example below). Band the label on the library material.
ILDS ROUTING LABEL(pdf) Get Adobe Reader
(1) Library to which material is being returned.
(2) Library’s ILDS address. DO NOT circle RPLS.
(3) If returning materials to University of Illinois at Springfield, Southern Illinois University School of Medicine, or the Illinois State Library, be sure to circle those destinations.
(4) Bookmark the ILLINET Library Directory. This is constantly updated by ISL and gives all necessary information about Illinois libraries including the ILDS route they are on. The Web address is:
3. Materials from out-of-state libraries or unknown destination.
Check the appropriate box on the label below. Place in RPLS delivery bin.
Materials from out-of-state libraries or unknown destination (click to open) Click to download PDF version Get Adobe Reader
4. Record keeping
You should have copies of all the labels described above. Masters of any of these forms are available upon request from RPLS Interlibrary Loan.
Always keep a record of exactly when you returned the book. The easiest method of doing this is to write the returned date on the request slip. Records should be kept for at least one year. If you receive an overdue notice you can cite your records as saying you returned the book and on a specific date.
OCLC TRACKING SLIPS
On the following page is an example of a tracking slip that is placed in items borrowed through OCLC RPLS sends to you through Interlibrary Loan.
Each slip has the OCLC/ILL number. These OCLC numbers enable us to track the items from the time we fill the request until the time we return it to the lending library.
This tracking system reduces the number of overdue notices sent for already returned items and improves our ability to handle overdues quickly and correctly. In order for the tracking system to work effectively however, it is essential that the tracking slips be returned with the borrowed items. If patrons do not return the slips with the books the effectiveness of the system is reduced. A possible solution to this problem is to remove the slip from the book at the time of checkout, attach it to a checkout record, and then replace it in the book when it is returned to the system.
OCLC TRACKING SLIPS (click to open) Click to download PDF version Get Adobe Reader
GENEALOGICAL MATERIALS
Genealogical materials pose a special problem for interlibrary loan because they are so often rare or non-circulating. If the name of a specific State appears in the title, send your request to the State Library or Historical Library of that State. If a request is for material of a general nature, submit your request to us. We will not accept requests to do individual family or surname research.
Genealogical materials may not be renewed.
For use of genealogical materials, patrons can be referred to the Illinois State Historical Library which is outstanding in holdings of state and local history and genealogy. This is a reference library located in underground quarters below the Old State Capitol on the square in Springfield.
CENSUS RENTALS
Census records should not be requested through RPLS.
Census records for the years 1790-1920 (except the 1880 and 1900 Soundex Census) are available on microfilm directly from the Illinois State Library for Illinois counties only.
A suggested free source for rental of micro-filmed census records for non-Illinois counties is:
“Heritage Quest”
(801) 298-5358
When film is lost or damaged beyond use (through negligence), the contractor will charge the borrowing library. It is the library's responsibility to collect the fee from the patrons and to forward these funds to the contractor.
Individual patrons are expected to use the film at the participating institution. Rental film is not designed to "Circulate" outside the institution. The library or the association is expected to return the film in a timely fashion, using United States Postal Service (libraries may use library rates).
FINES
Member libraries may not charge other libraries fines for interlibrary loan items returned late and in good condition.
Member libraries may charge their local patrons fines for the late return of materials borrowed on interlibrary loan. Such fines shall be charged according to the policy of the local library and kept by that library.
LOST BOOK CHARGES
In the event the borrowing patron does not pay for or return a lost item, it is the responsibility of the local borrowing library to pay the lost book fees due. If the borrowed item is returned or found after a bill has been sent, the local library patron should keep the book and pay the amount due. Libraries not meeting their obligations will be considering as failing to comply with the rules of the library system.
Charges for lost books borrowed through interlibrary loan shall be collected by the borrowing library, and the lost book charges determined according to the policy of the lending library. Libraries may be billed in several ways.
1. An item borrowed from an RPLS library that is a member of our DRA network.
Overdue notices and invoices are generated on a schedule determined by the lending library’s policies. All notices including invoices are addressed directly to the borrowing patron. Overdue notices should be mailed to the borrowing patron. Invoices should be mailed to the borrowing patron and copied to the borrowing patron’s library.
Before the lending library sends out the invoice, they should check their shelves. When an invoice is received, the borrowing library should also check their shelves. If the material is still lost 30 days after the invoice is sent, the borrowing library is responsible for payment. Payment should be made directly to the lending library.
Materials lost on RPLS delivery will be paid for by RPLS after 6 months. Both the lending and the borrowing libraries should check their shelves before requesting RPLS to pay for lost material. Written notification by the librarian of a loss in delivery is needed for payment.
2. An item borrowed from an RPLS library that is not a member of our DRA network.
The bill will come directly from the lending library. Payment should be returned directly to them.
3. An item borrowed from a library outside the system.
Payment for bills from all other lending libraries should be sent directly to that library not to RPLS. You should also always include a copy of the invoice with these payments.
4. An item borrowed from outside the system for which the lending library has asked for a replacement copy rather than payment.
The borrowing library should make arrangements directly with the lending library to provide a replacement.
ALA FORM
Below is a master copy of an ALA form. This form should be used when requesting items or
Periodical articles from libraries outside RPLS.
ALA FORM(click to open PDF version from the ALA website) Get Adobe Reader
RECEIVING PHOTOCOPIES
If money is due for the photocopy, the bill from the lending library will usually be attached to the photocopy. Occasionally the bills come in at a later date. When this occurs, these charges should be paid directly to the supplier of the article(s), never send the money to Rolling Prairie.
Under the 1978 Copyright Law, libraries are restricted in the number of copies they may make of copyrighted articles. No more than 5 requests in the aggregate may be made in any calendar year for copies of an article or articles published in any particular journal within 5 years from the date of the request.
The ALS form provides two boxes which should be checked as follows to indicate compliance with the law when requesting a photocopy.
1) Check CCG if the periodical from which the article is requested is less than five years old and complies with the guidelines (no more than five requests per year per library from the same periodical less than five years old.)
2) Check CCL if the periodical from which the article is requested is more than five years old. You can
order as many articles as you want from the same periodical if the periodical is older than 5 years.
It is your responsibility to comply with this law. You should keep the necessary records that would determine any violations.
PHOTOCOPY REQUEST DO'S AND DON'TS
Do...
Be as complete as possible in filling out request forms. Always mark wheter it is CCG or CCL.
Use ALA form.
Accept or send requests via ILDS (System Delivery), FAX, or mail. If sending ILDS, indicate the destination point clearly on the envelope.
Use ILDS whenever possible as the means of delivering articles. Some libraries will send photocopies free through ILDS and charge for the photocopies if they are faxed back. Always ask to be notified of any charges before filling request.
Process periodical requests within four working days. If you cannot fill the request, send immediately to next library. If the request cannot be filled because the citation is wrong, return to the borrowing library, citing the reason for not filling it.
Do Not...
Overburden one library. If they are the only library that owns the periodical you have several requests for, stagger the times you send it in.
Telephone requests in unless it is a valid EXPRESS. When you do this you're putting the burden on the lending library of filling out the requests forms, locating the article, copying it and forwarding it.
Request entire issues of periodicals.
SILO NEW RECORD FORMS
Through the SILO Project RPLS member libraries have entered their periodical holdings into the OCLC database. From this database, the system has produced a Union List of Serials that has been acquired by many of our libraries.
The form below should be used by non-OCLC libraries to notify RPLS Interlibrary Loan Office staff of new periodical titles acquired by libraries participating in SILO. OCLC libraries should update their records directly through their OCLC terminals. A master sheet that can be used to make copies of this form is on p. I-26.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
SILO NEW RECORD FORM
Name of Library (1)___________________________________________________________
1. Title of periodical as found on the TITLE PAGE:
(2)________________________________________________________________
2. City of publication (3)___________________________________________________________
3. ISSN# (4)____________________________________________________________________
Holdings:
4. Subscription is (5) ____ Open (5)_____ Closed
5. Microfilm (5___) Microfiche (5) ___ Hard copy (5)___
6. From Vol. (5) ___ No. (5) ___ Date (5)___
to Vol. (5)___ No. (5)___ Date (5)__
7. If retention is limited, amount of time held (5)________________
8. Notes: (5)
RETURN TO RPLS INTERLIBRARY LOAN
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
1. Name of owning library.
2. Title of periodical.
3. City of publication of periodical.
4. ISSN number.
5. Holdings information.
SILO CHANGE OF RECORD FORMS
The form below should be used by non-OCLC libraries to notify RPLS Information Services staff of any changes or deletions to Union List records already entered into SILO. OCLC libraries should update their records directly through their OCLC terminal. A master sheet that can be used to make copies of this form is on p. I-26.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Record Changed (1)
Record Deleted (1)
SILO - CHANGE OF RECORD FORM
Name of Library (2)___________________________________________________
OCLC Symbol (3)__________________________________________________
Title of Periodical as found on the TITLE PAGE:
(4)__________________________________________________________________
ISSN # (5) ____________________ OCLC # (6)__________________________
Holdings
We are closing our subscription. Last volume and retention date is:
Vol. (7) _____ No. ___(7) Date (7)________________________________
We are changing the retention period. We are now retaining it (7)___________________
Cancel entire holdings. We are discontinuing the subscription and discarding all back issues _________(7)________________
RETURN TO RPLS INTERLIBRARY LOAN
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
1. Check whether change or deletion.
2. Name of owning library.
3. Your OCLC symbol as found in the Union List. Remember that, because of SILO, you have an OCLC symbol even if you are not an OCLC customer.
4. Title of the periodical.
5. ISSN number.
6. OCLC number.
Complete as appropriate for your specific change.
SILO - CHANGE OF RECORD FORM (click to open) Click to download PDF version Get Adobe Reader
LENDING AGREEMENT
The libraries listed below have agreed to the terms of the RPLS Member Library Lending Agreement including the provision of up to 30 exposures of photocopying at no charge to other Agreement participants
Argenta-Oreana Public Library District
Assumption Public Library District
Athens School District #213
Atwood-Hammond Public Library District
Atwood-Hammond Schools
Ball-Chatham Community Unit School District #5/Chatham
Barclay Public Library District/Warrensburg
Bethany Community Unit #301
Blue Mound Memorial Library
Chatham Area Public Library District
Clinton Community Unit Schools #15
Decatur Memorial Hospital/Decatur
Decatur Public Library
Decatur School District #61
Dry Point Township Library/Cowden
Elizabeth Titus Memorial Library/Sullivan
Elkhart Public Library District
Enterprise Elementary School/Decatur
Federal Courts Library/Springfield
Forsyth Public Library
Greenup Township Carnegie Library
Hanson Engineers, Inc./Springfield
Helen Matthes Library/Effingham
Herrick Grade School
Herrick Public Library
Hope Welty Public Library District/Cerro Gordo
Illinois Commerce Commission/Springfield
Illinois Department of Rehabilitation Services/Springfield
Illinois Department of Transportation/Springfield
Illinois Early Childhood Intervention Clearinghouse/Springfield
Illinois Environmental Protection Agency/Springfield
Illinois State Curriculum Center/Springfield
Illinois State Museum/Springfield
Illiopolis Jr-Sr High School
Illiopolis/Niantic Public Library District
Kitchell Memorial Library/Morrisonville
Lincoln Christian College/Lincoln
Lincoln Community High School
Lincoln Land Community College/Springfield
Lincoln Public Library District
Lovington High School
Lovington Public Library
Macon Jr-Sr High School
Maroa Township Library
Mason City Public Library District
Memorial Medical Center/Springfield
Millikin University/Decatur
Mt. Pulaski Public Library District
LENDING AGREEMENT
Mt. Zion District Library
Mt. Zion High School
Mt. Zion Intermediate School
Mt. Zion Jr. High School
Neoga District Library
Neoga Elementary School
Niantic/Harristown Community School District #6
Pana High School #8
Pana Jr. High School #8
Pawnee Public Library
Petersburg Public Library
Pioneer School/Neoga
Porta Jr-Sr High School/Petersburg
Richland Community College/Decatur
Riverton Elementary School
Riverton High School
Riverton Middle School
Rochester Public Library District
Sacred Heart-Griffin High School/Springfield
Sangamon State University/Springfield
Shelbyville Public Library
South Macon Public Library District
Springfield Art Association
Springfield College in Illinois
Springfield Public School District #186
Stewardson-Strasburg School District #5-A
Stonington Township Library
St. Anthony's Grade School/Effingham
St. John's Hospital/Springfield
St. Mary's Hospital/Decatur
Taylorville Community Unit School District #3
Taylorville Correctional Center Library
Taylorville Public Library
Tri-City High School/Buffalo
Vespasian Warner Public Library/Clinton
Warrensburg-Latham High School
Weldon Public Library
Williamsville Public Library