What is Interlibrary Loan
The Interlibrary Loan (ILL) Department provides students, faculty and staff with materials not owned by the Drew Library, but available from other Libraries.
Who may use Interlibrary Loan
Currently enrolled students, faculty and staff of Drew University may use Interlibrary Loan.
Do I have to pay for ILL services
No. However, if a lending library charges a fee for an item, the requester is responsible for the charge, if he or she has authorized it. We will email you to authorize the charge before requesting the item. You will save time by indicating “max cost” on the request form, which is the maximum you are willing to pay for the item if we cannot obtain it for free (typical fees are $10-$20 for a loan or photocopy) . YOU ARE RESPONSIBLE FOR ALL FEES, REGARDLESS OF WHEN AN ITEM ARRIVES. Fees will be charged to your library account if items are not picked up or fees not paid.
How do I make a request
Requests may be submitted in 2 ways:
- Online through ILLiad, Drew's Interlibrary Loan System.
- Once you have registered with ILLiad, from the main screen, choose article, book or book chapter from the menu on the left hand side.
- You will be brought to the ILLiad request form
- Fill in the form with the requested information. Fields with * are required. Click Submit request.
- You will be brought back to the main menu, where your request will be listed as an Outstanding request.
- You will receive an email when your item arrives.
- See ILLiad frequently Asked Questions for more information.
- Directly through World Cat or other electronic databases (“Request an Interlibrary Loan ” link on the item record). This will pre-populate the form.
(Please check the Drew Library catalog to ensure that Drew does not own the item before submitting your request.) Be sure to fill out the form completely with as much information about the requested material as possible.
How do I register for ILLiad
- Go to the ILLiad Login screen. Fill in your Drew Username and password (just your login name; do not include "@drew.edu"), the same one you use to access your Drew email and the Drew Electronic resources.
- Click Login to ILLiad
- You will be brought to the registration screen. Fill in the brief registration form (one time only) and click the "Submit Information" button to register.
What can I request
- Journal and newspaper articles
- Book Chapters (the lending library may send the entire book)
The following items may be requested, but are more difficult to obtain and may incur a fee:
- Dissertations and theses
- Non-print materials, such as videos, sound recordings and computer files
- Entire issues of Journals
- Reference Books
- Best Sellers
- Newly-published books
- Special Collections items or rare books
What Can't I request
- Electronic books from other libraries.
- Due to licensing restrictions, we may not borrow e-books from other libraries. However, we may borrow ONE chapter of an e-book.
- Books or journal articles available at the Drew Library** (Please check the Drew Library catalog AND journal list before submitting your request). You may place ILL requests for Drew items that are checked out or missing. (You may also recall a checked-out item; see Guide to online recalls and holds
WE CANNOT BORROW A HARD COPY OF A BOOK THAT WE OWN AS AN E-BOOK AT DREW.
** See Remote Users Library Request form, below, to determine if you are eligible to request photocopies of items owned by the Drew Library.
How do I find out if books or journal articles are available at Drew
Does Drew Library have the book or journal article that I need? Here’s how to find out:
Book: There are three ways to search for a book:
- Search in the catalog:
. Use the exact search option and enter the:
- Title of the book with “titles” in the ‘Search for” drop down, OR
- Author, last name first with "Author" in the "search for" drop down
- REMEMBER TO OMIT “THE, A OR AND” AT BEGINNING OF TITLE
2. Use Summon Drew Library :
- Enter the title or author of the book in the search box, OR
- Enter the title AND author in the search box , OR
- Click on “Advanced search” and enter your search and limits in the available fields
- REMEMBER TO OMIT “THE, A OR AND” AT BEGINNING OF TITLE
3. Use Worldcat:
http://www.drew.edu/library/research, then Click on “Search Worldcat”.
- Use basic or advanced search and enter title and/or author.
- REMEMBER TO OMIT “THE, A OR AND” AT BEGINNING OF TITLE
- If Drew has the book, and you are signed in to the Drew network, “Drew University Library” will be highlighted. Click on “Libraries Worldwide” and then the link to the Drew catalog to see where it is in the Library. If you don't get a result, try using the exact search feature to search for it.
- If Drew does not have it, Click on “Request an Interlibrary Loan” to access ILLiad and submit an ILL request.
Journal or article:
See these instructions: Finding Periodicals
OR, follow the instructions below:
1. Search for journal:
If you find an article that you need, find out if Drew owns the journal which contains the article. We may have it either online, in print (in the stacks) or on microfilm. To do this:
“Find journals” on the Research Resources page http://www.drew.edu/library/research/journals
- Enter the title of the journal. USE THE DROPDOWN “TITLE CONTAINS ALL WORDS”. If we have it, the link to the online journal and available dates will appear. Click on the "article" or "journal" link to search for the article. Look for the "PDF" link to download the article
- It may also say ‘Drew Print Serials”. This means we have it as a book in the stacks, or on microfilm. If you click on the link, it will take you to the catalog for the location. Look for the journal in the stacks or on microfilm and find the article in it.
Use Summon Drew Library :
- Enter the journal title in the search box. If Drew has it, links for “Check availability” or “Full text online” will appear. (There may be more than one record on summon- check the whole page).
- Following those links will show you where to find or how to access the journal.
2. Search for Article
When you are in a database and find an article that you need, You will see this link: "Search for Article"
If you click on it, it will tell you whether or not Drew owns the journal containing the article. You will either be directed to a database, to the article itself, or to a link to a location in the Drew library stacks.
If you determine that Drew has the journal containing the article online, click on the "article" or "journal" link and search for the article as indicated in the database. REMEMBER TO CLICK ON THE PDF LINK TO DOWNLOAD THE ARTICLE.
REMEMBER: NOT ALL JOURNALS ARE ONLINE. DREW MAY HAVE THE ARTICLE YOU NEED, BUT NOT ELECTRONICALLY. ALWAYS CHECK THE CATALOG TO SEE IF WE HAVE THE JOURNAL IN PRINT OR ON MICROFILM.
If Drew does not have access to it, follow the link to "Request an Interlibrary Loan".
Use Summon Drew Library :
Enter the article title in the search box. Follow the “full text online” links to see the article.
Try Google Scholar
Click on advanced search (down arrow), then enter the title of the article in the second “exact” box. If Drew has online access, “Full text and Drew” will appear and you may click on it to access the article.
Even if Drew doesn’t have it, sometimes the PDF will be freely available with a link.
IF YOU ARE STILL UNSURE HOW TO LOCATE A PARTICULAR ITEM, A REFERENCE LIBRARIAN CAN ASSIST YOU. TO CONTACT A REFERENCE LIBRARIAN, SEE THIS PAGE.
How long does it take
It takes anywhere from several days to 4 weeks, depending on type of item ordered, location and availability. The average turnaround time (2013) for articles is 2.43 days, and for books 8.11 days. Some articles may arrive sooner.
Note: If you are in a rush, ask the ILL staff or a reference librarian if the material is available for on-site use at another library in the area, or to request an “ALA” form to borrow the item in person from another library.
How can I get my materials faster
There are several things you can do to speed the delivery time for your request:
- Check the Drew University Library Catalog or the Journal List to be sure the Library does not own the material you are seeking. If you need assistance in searching the catalog or journal list, please contact the Reference desk at 973-408-3588, or see the "Ask a librarian" page.
- Make your citation as clear and complete as possible:
- Do not use abbreviations for journal titles or conference proceedings unless already abbreviated. For example, JPsy may not be enough information for us to fill a request.
- Include an ISSN or ISBN number whenever possible.
- Include as much information as possible by filling in the entire ILLiad request form.
- Monitor your Drew email for communication regarding your request.
- Indicate a "Not needed after" date on the ILLiad request form. This will help us prioritize your request.
- Indicate an amount in the "Max Cost" field on the ILLiad request form if you are willing to pay for the item. If we cannot find the item at a free library, we will know immediately if you are willing to pay for it, without having to contact you first.
What happens when my materials arrive at the Library
You will be notified by email (Drew email only) when the item has been received. You may pick it up at the ILL office. Articles are usually sent to your ILLiad account. Some articles may be emailed to you, with a PDF attachment. If the office is closed, request assistance at the Circulation desk. Please pick up items promptly. Fines and suspensions will be incurred for non-pickup of items.
What if I no longer need an item after it has arrived
Please notify the ILL staff via email to firstname.lastname@example.org as soon as possible.
Is there a limit on ILL requests
How long can I keep ILL materials
The lending Library sets the due date, but material is generally loaned for 4 weeks. Due date is indicated on the green bookstrap. You will receive a reminder email on or before the due date. Please make every effort to return books on or before the due date. Some material may be restricted to “library use only”.
Renewals: Request renewals through ILLiad. Please request renewals at least 2 days before the due date. Renewals are subject to approval by the Lending Library. You may keep the materials until you receive a response to your renewal request. Fines and suspensions will be incurred for late return of books or non-pickup of items.
Photocopies are yours to keep.
Where do I return the materials when I’m finished with them
Please return ILL books with the green strap attached to the book return slot outside the ILL office.
How do I renew an item
I am not a Drew student, faculty or staff member, but I need something from Drew’s collection. How do I request it
Ask at your home library, which is any local, public, corporate or academic library where you have borrowing privileges.
What happens if an ILL becomes overdue
Every effort should be made to return ILL materials on time. Overdue items jeopardize Drew’s ability to borrow items from other libraries. The following ILL Overdue policies apply to faculty, staff and students:
- Overdue fines of $1.00 per day per item start on the 4th day past the due date listed on the book strap. (There is a 4 day grace period). If you request a renewal before the 4th day, no fines will be placed. If a renewal is not granted, fines will accrue starting the day after email notification of the denial.
- If the item is not returned by 14 days after the due date, ILL borrowing privileges are blocked.
- If the item is not returned by 30 days after the due date, a replacement fine is sent to the business office (student) or controller’s office (faculty/staff) and accrued overdue fines are placed on the patron’s Library account. (Overdue fines stop accruing once the replacement fine is charged). ILL borrowing privileges remain blocked.
- When the item is returned and/or the replacement fine is paid, ILL borrowing is reinstated; however, ILL borrowing is restricted to one book at a time for an additional 6 months. (No restriction on articles.)
- If the item is not returned or the replacement fine paid by 3 months after the due date, ILL and Circulation borrowing is suspended*.* If the item is returned, or with proof that the replacement fine has been paid during the suspension period, all borrowing is reinstated; however, ILL borrowing is restricted to one book at a time for an additional 6 months. (No restriction on articles.)
- After the 6 month restriction, if borrower remains in good standing, additional ILL materials may be borrowed.
- Suspension remains in place indefinitely if book is not returned and/or fine not paid.
What happens if I do not pick up an ILL item that I have requested
- If the item is not picked up within 14 days, or if we are not notified that you no longer need the item, fines of $1.00 per day, per item, up to a maximum of $5.00 per item, will begin accruing. Fines begin the 14th day after item arrival.
- On the 30th day after arrival or when the item's due date is reached, the item will be returned to the lending library, or if a photocopy, discarded. Fines are placed on patron’s Library account.
- After the third occurrence, ILL borrowing is suspended for 6 months.
Interlibrary Loan and Circulation services will be revoked permanently if 2 suspensions have been in effect for the patron.
If your Library Account is suspended in Circulation, it is also suspended for Interlibrary Loan Borrowing, and vice-versa.
If the account is clear, the patron may appeal the suspension, but all ILL items will be allowed on a “Library-use only” basis.
What do I need to know about Copyright
Borrowing (Drew patrons requesting books, chapters and articles from other libraries' collections):
- To obtain the user's affirmation of his or her awareness of the copyright law and intention to comply with it, the "Warning Concerning Copyright Restrictions"* is printed within a box located prominently on the ILL borrowing request form.
- Rule of Two: ILL may obtain only ONE article from a single issue of a journal per patron. For second and subsequent articles, copyright permission must be requested and possible royalties paid. The Library retains the right to cancel ILL requests if copyright charges are prohibitive.
- Suggestion of Five: ILL may obtain up to FIVE articles from the same journal, or chapters or small portions of a non-periodical in a calendar year, for publication dates five years or less from today's date. For the sixth and subsequent copies, copyright permission must be requested and possible royalties paid. The Library retains the right to cancel ILL requests if copyright charges are prohibitive
- Books borrowed from other libraries may not be placed on reserve.
- Articles and book chapters obtained from other libraries may not be placed on reserve or posted on Moodle without copyright permission.
Lending (other libraries borrowing from Drew):
- The borrowing library is responsible for following copyright guidelines when requesting material from Drew.
- CONTU (publications less than 5 years old) and CCG (publications greater than 5 years old) compliance statements must be present on all requests received by the lending library.
- All articles, book chapters and books sent to other libraries include a copyright notice.
*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 material.
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.
Faculty with Research Assistants: How can my Research assistant submit ILL requests for me
Contact the ILL office by sending an email to email@example.com, or firstname.lastname@example.org, or by calling The ILL office at 973-408-3474. Provide the name and email address of your research assistant.
We will set up an ILLiad account for you and your research assistant to use. We will provide you with the username and password.
Emails relating to this account will be sent to both of your personal Drew email addresses. You both may log in to this account to submit requests. The charged out books and articles will appear on this account.
Please let us know if and when your research assistant changes, so we can change the email address.
Please let us know if you experience any problems logging in or using the account.
ILLiad Frequently Asked Questions
Answers to Frequently Asked Questions about ILLiad
What is ILLiad
ILLiad is the electronic web-based system you use to request an item through Interlibrary Loan. The name ILLiad can be thought of as an acronym for InterLibrary Loan internet accessible database.
How is ILLiad better than traditional ILL systems
- You will find it easier to submit your interlibrary loan requests. With ILLiad, you enter your name, address, and other personal information into the system only once, at the time of your first request.
- Your request will be handled more rapidly and accurately as problems relating to misinterpretation of hand-written requests are eliminated.
- You can get many of your photocopies more quickly through Electronic Delivery.
- You can get information about the status of your request through the Web at any time from any location without having to contact the ILL Department.
- Library personnel are able to serve you better because all data about your request and its handling is stored in a searchable database. We are able to respond quickly to your inquiries about your request. We are also able to gather statistical information about the performance of the libraries that lend to us, enabling us to make better decisions when choosing a lender to supply an item.
What username and password do I use to access ILLiad
You will use your Drew ULogin (just your login name; do not include "@drew.edu") and password to access ILLiad, the same one you use to access your Drew email and the Drew Electronic resources
What if I want to change my address or phone number
You may edit your personal information such as your phone number by clicking on “Change User Information” under “Tools" in the main menu of ILLiad.
Can I edit or cancel a request after I've submitted it
You may edit a request ONLY if the the ILL office has not yet started to process the request.
- Login to your ILLiad account.
- On the main menu, click on "Outstanding Requests".
- You will see your requests.If the request is "Awaiting Request Processing, you should be able to edit it. Click on the transaction number of the request you want to edit.
- If there is an option at the top to Edit Request or Cancel Request, click on it.
- If there is no option to edit or cancel, it is too late. Send an email to email@example.com and we will try to edit or cancel it.
What do my requests' statuses mean
The status of a request indicates where it is in processing.
- Awaiting Request Processing: ILL staff had not yet processed your request.
- Request Sent: ILL staff has sent your request to various lending libraries. We are waiting for one of these libraries to fill your request and send us the material.
- Awaiting Unfilled Processing: The lending libraries to which your request was sent were unable to fill it. We will send it to a new group of libraries, or contact you with further information.
- Awaiting Conditional Processing: A potential lender has replied to your request, seeking more information. ILL is responding.
- Awaiting Copyright Clearance: ILL is processing your request. It will shortly be forwarded to a potential lending library.
- Awaiting Odyssey Processing: Your item has been received electronically and will be posted to the web shortly. You will be contacted by email when it is ready.
- Checked out to Customer: The item is checked out to you when it is available for pickup in the ILL office.
- Awaiting Recall Processing: The lending library has recalled your item. Please return it immediately.
- Cancelled By Customer: You have cancelled your request.
- Cancelled By ILL Staff: Your request was cancelled by ILL staff. Please see the notification via Email to see the reason.
- Delivered To Web: Your copy is available for viewing or downloading from ILLiad.
- Request Finished:If this is an electronic copy, it is no longer available because it has been on the web for 60 days. If it is a loan, the item has been checked in and returned to the lending library.
- Book Drop: The item has been returned to ILL and is still in the bookdrop waiting to be processed for return to the lending library.
What Web browser should I use
You need a Web browser that can handle forms, tables, and preferably Cascading Style Sheets (CSS). We recommend the current versions of either Microsoft Internet Explorer, Mozilla Firefox or Google Chrome.
Is security a problem if I use a public workstation
Yes. Web browsers cache information and create a history file on the local workstation. This allows a subsequent user of the workstation to access the system under your name using the browser's Back button to recall a page from the cache, or by finding a page with your personal information in the browser's history file. If you are concerned about the security of your interlibrary loan requests, you can take the following steps:
- Access ILLiad only from your personal computer or an otherwise secure workstation.
- Access ILLiad from a public workstation in the library. These computers are supervised by the library staff.
- When using a public access workstation:
- Delete from the history file those pages that contain your personal information.
- Exit from the Web browser before you leave the workstation. This prevents the Back button from accessing the pages you were using.
Why don't I get an email confirmation of the requests I submitted
When you submit a request through ILLiad, you can confirm the submission and check the status of your request by logging into your ILLiad account and clicking on “Outstanding requests” or "all requests" .
What is electronic delivery
Many libraries ship photocopies of articles to us in electronic format. Through ILLiad we are able to provide electronic delivery of these articles in PDF format (Adobe's Portable Document Format). You can read more about electronic delivery in the Electronic Delivery Information section.
Why does my browser say that you're sending a cookie? What's in it
The technology that we use sends a Session ID to be stored on your machine. You can refuse this cookie and still be able to use ILLiad without any problems.
How do I renew my books
Whom do I contact if I have problems with or questions about ILLiad
Please contact the Interlibrary Loan office at 973-408-3474 or 3927 or by e-mail to
ILLiad Electronic Delivery Information
ILLiad offers the convenient option of having articles delivered to you without ever going to the library or waiting for mail delivery.
How do I sign up for electronic delivery
By registering in ILLiad you are automatically signed up for electronic delivery.
How do I know if my computer can receive electronic articles
You will need Adobe Acrobat Reader installed and configured to work with your Web browser in order to view, download, and print these articles. If your computer tells you the file type is unknown and asks if you want to save the file to disk, then you need to install the Adobe Acrobat Reader software.
How do I get Adobe Acrobat Reader
Adobe Acrobat Reader is available without charge from Adobe Systems, Inc. Click the "Get Adobe Reader" button to go directly to the download page.
How do I get my articles when they arrive
- Logon to ILLiad
- From the main menu, click the "Electronically Received Articles" link under the View Requests options.
- A list will be displayed containing all of the items that you have waiting to be viewed or downloaded.
Should I save or print the PDF
Yes, it is very important that you save the PDF to your own computer or print it if you will need to access it again. PDFs are removed from the ILLiad server after 60 days.
How do I know which requests will be electronically delivered and which ones will not
ILLiad sends you an e-mail notification for each item received. That e-mail will include information about accessing the article through your ILLiad account, or an alternative delivery method.
What if I do not want electronic delivery
Electronic delivery is the ILLiad default. If this is a problem, please contact the ILL office.
What if I have questions about electronic delivery
You can e-mail questions to firstname.lastname@example.org or call us at 973-408-3474 or 3927 .
Renewing items through ILLiad
- Login to your ILLiad account using your Drew Ulogin username and password.
- Click on “Checked Out Items”
- Click on the transaction number of the item you wish to renew.
- Click on “Renew Request” (in red, at the top of the screen)
- If there is not a “Renew Request” option, this item is not eligible for renewal. Please contact the ILL office at email@example.com or 973-408-3478 for further instructions.
You may receive either of the following messages:
“Your renewal request will be forwarded to the lending institution. A temporary due date of x/xx/201x has been assigned until a formal response is received from the lender. There can be no further renewals”.
This is a TEMPORARY due date. The Lending Library sets the actual due date.
You will receive a confirmation email from the ILL office with the actual due date, after we receive a response from the lending library.
Your new date will be posted under “Due Date’ in “Checked out Items”
“You may request a renewal between the dates of xx/xx/201x and xx/xx 201x”.
Renewals may only be requested during a certain “Window” of dates closer to the due date. Please try the renewal request again during the dates specified in the message.
Remote Users Library Request Program - Document Delivery
Drew graduate students , theological students and faculty:
- Who are not regularly on campus
- Who are not currently teaching or taking courses on campus
- Who live outside Morris County, or the counties that border it*
May request items owned by the Drew Library, but not available online. You may request:
- Journal articles
- One or Two chapters in books owned by Drew (no more than 50 pages).
How to place a request for a Drew-owned item:
- Register for ILLiad .
- Indicate "Remote User" in the note field of the request you submit.
- Provide us with your home address (first request only).
*Counties bordering Morris County (that are excluded from this service) are:
For local public libraries who utilize ALA forms to allow patrons to borrow books in person from the Drew University Library, the following policies apply:
· Patrons are allowed to borrow 4 books at a time. A separate ALA form is required for each book. Please do not issue additional ALA forms for the same patron unless they have returned the books they have already borrowed.
· We will no longer request faxes or emails of additional forms if the patron does not have a sufficient number of forms with them.
· ALA forms must have an authorized signature from the borrowing library.
· Please fill out the form as completely as possible with patron and book information, including call number. Keep the bottom (gold) copy for your records. After the patron has come in to borrow the books, we will send you the other 2 copies for your records via Velocity.
· Renewals: Patrons should request renewals from the borrowing library. They should not call us for renewals. Only one renewal will be granted.
· Patrons should return the books to the borrowing library, not to Drew. The borrowing library can then return them to us via Velocity.
· Books are due 30 days from the date borrowed. Please follow up with your patrons when the books are due. The borrowing library will be billed for the replacement costs if the books are more than 60 days overdue.
Fee policies to borrowing libraries
(What Drew library charges libraries who borrow our materials)
Group copy charge loan charge
ATLA reciprocal libraries
Libraries that do not charge for loans or copies*
Libraries that charge for loans and/or copies
Copies over 75 sheets
For copies over 75 sheets (or 150 pages with 2 pages per sheet):
Those pursuing more extensive research may want a letter of introduction to another library. Please see a Reference Librarian or the Theological Librarian to arrange this.
Faculty and Graduate Students may want to investigate VALE reciprocal borrowing services, which allows Drew faculty and graduate students to visit and check out books at other libraries in the VALE consortium.
ILL office hours are 8:30-5:00, Monday through Friday. Please contact ILL staff with any questions regarding ILL:
- Head of Interlibrary Loan, 973-408-3474;
- Madeline Nitti-Bontempo, 973-408-3927; firstname.lastname@example.org