Skip to main content

Interlibrary Loan Policies

An introduction to how ILL works at the Paul Meek Library.

Who May Request ILL Materials

Those eligible to place an ILL request at the Paul Meek Library are:

    Current and emeritus faculty.

    Currently enrolled graduate and undergraduate students.

    All library users must create an ILLiad account to use Interlibrary Loan services.

The conditions of this service are set by the Interlibrary Loan Code of the American Library Association and by the regulations of individual lending libraries. All guidelines reflect these conditions and encourage cooperation from everyone for the most effective service.

Materials That May Be Requested

Interlibrary loan requests will be limited to material not owned by the Paul Meek Library.  The department strives to meet the study, instructional, and research needs of UTM faculty, staff, and students.

    A loan or a copy may be requested from another library, although the lending library decides in each case whether or not it will    provide a particular item.

    Missing pages from Library material.

    Users who require extensive use of materials from other institutions will be encouraged to work with a librarian for assistance in arranging access to needed materials.

Materials That Generally May Not Be Requested

Most libraries will NOT ordinarily lend the following types of materials:

    Basic reference material


    Rare or valuable material, including manuscripts

    Bulky or fragile items that are difficult or expensive to ship

    Material in high demand at the lending library

    Material with local circulation restrictions

    Unique material that would be difficult or impossible to replace

    Books published within the present calendar year

    Audio tapes, maps, software, CD ROM, videos, and sound recordings

    Many libraries will not lend theses or dissertations if they are readily available on microfilm. If the owning library will not lend, the user will be provided with instructions on how to purchase a microfilm copy.

    Materials for class reserves

Number of ILL Requests Allowed

In cases where one patron submits an extremely large number of requests at one time, it may be necessary to pace the processing of these requests in proportion to other incoming requests. For that reason, bulk requests may take somewhat longer. The Interlibrary Loan Department reserves the right to limit the number of items processed for any individual student, faculty, or staff member.

Length of Time for Processing ILL Requests

Turnaround time may be as short as a few hours for articles. Books and some articles may take up to two weeks depending on availability. Turnaround time may be affected by scarcity of sources, distance of sources, holidays and weekends, or incomplete information about the requested item. Requests that must be sent internationally usually take considerably longer.

How To Submit ILL Requests

The Web forms for requests are available at

Students, Faculty and Staff may use this form to request materials not owned by the Library.

Complete one ILL request form for each item needed. Each form must be as complete as possible in order to facilitate handling by other libraries and to ensure prompt and accurate completion of the request.

Required and helpful information about the requested item include the following elements:

Books -   Include book title, author(s)/editor(s), ISBN, publisher and publishing date.

Journal, Magazine, or Newspaper Articles  - Include unabbreviated periodical title, ISSN, author, title of article, volume, issue, date and pages.

Conference Proceedings  -  Include full, unabbreviated conference title and sponsoring body, author, title, publisher, date and pages.

Patent -  Include patent number, issue date (month, day, year), country of origin, patent title and author.

Theses or Dissertations - Include author and title of the work, the university granting the degree and the date of the degree.

Audiovisual Materials  -   Include title, author, date, and producer or company

If you have question or problems please contact the library 731-881-7068 (M-F 8-5) or 731-881-7060 after 5 or weekends.)

Checking the Status of ILL Requests

Most Interlibrary Loan requests are posted within a day of submission. To check on your request, log on to your ILLIad Interlibrary Loan account.

Notification When ILL Materials Are Received

Notification that material has arrived will be communicated by e-mail or phone.

Interlibrary Loan materials should be picked up at the Interlibrary Loan Office - Room 146.  If the office is closed stop by the main circulation desk and ask for assistance.  All items are held for 10 days and are then returned to the lending library.  If other arrangements are needed please call 731-881-7068 and speak directly to the ILL staff.

Articles will be delivered to the library user’s ILLiad account or email.

Interlibrary loan materials are not mailed to library users, unless they reside over 30 miles from the main campus.  If taking courses at off-campus sites we will send the requested item to the center for pickup.

Loan Periods, Renewals, and Returns

The loan time for borrowed material is generally three weeks, but exact dates are indicated on an insert clipped to the material. Renewals may be requested but they are at the discretion of the lending institution. The patron should contact an Interlibrary Loan staff member at (731) 881-7068 between 8:30 a.m. and 4:30 p.m. Monday through Friday or e-mail

In the interest of maintaining good relations with the lending libraries, due dates must be honored. If a borrower disregards due dates, it may be necessary to place a hold on their patron record and refuse further services.

Materials received as photocopies need not be returned. Return books to the Interlibrary Loan Office if possible. Do not return Interlibrary Loan materials via the library book drop, campus mail, or US mail. Books must have the Interlibrary Loan band in place when returned.

Costs and Fines

Interlibrary loan is provided free of charge to faculty, staff and students.  In a few cases the only library willing to loan an item has an extra charge.  The ILL staff will contact you and explain the fee and ask if you are willing to incur the cost.  Every effort is made to locate a library that is willing to loan the material at no-cost to you.

Lost, Stolen, and Damaged ILL Materials:

Failure to return overdue interlibrary loan items may result in the suspension of both interlibrary borrowing privileges and Paul Meek Library borrowing privileges and a bill for replacement of the item is generated and sent to the UTM Business Office.   Replacement charges are at the discretion of the lending library and may include both the cost of the material and a processing fee.

If a bill for replacement has not been resolved after eight weeks, a hold will be placed on a student’s registration, transcript, or diploma. If a faculty member fails to return an item after being notified that an it is over-due or recalled  the appropriate department head will be notified and the faculty member will have a hold put on their library account.