Borrow material via inter-library loans

We obtain ILLs from a number of sources, the chief source being the British Library (BL).

Our inter-library loan service can process requests for both physical items and resources that are available electronically. Requests for physical items can be collected from any of our site libraries:

• Main Library
• Duncan of Jordanstone College of Art and Design (DJCAD) Library
• Kirkcaldy Campus Library
• Robertson Trust Medical Library, Ninewells

Please remember, as we are dependent on other organisations to supply these requests, there is no guarantee that resources can be accessed through inter-library loan - but we will do our best!

Our Inter-Library Loan service is available to:

• current staff and students of the University of Dundee
• library members covered by the Service Level Agreement with NHS Tayside

Staff and students from other universities should apply through their home institution. All others should apply through their local Public Library.

Applying to use the ILL service

You may apply for an ILL when you need a book, chapter of a book, or journal article not held in our collection for private study or for research for a non-commercial purpose. To avoid unnecessary expenditure, we recommend that you check that the item is not held at another local library such as the University of Abertay or the Public Library.

Cost of the service

Inter Library Loan Service is free to University Staff and Students and NHS Tayside Library members - the Library & Learning Centre absorbs any charges.

Applying to borrow a book or chapter of a book

Enter as much information as you can, including the chapter title if required. 

Requests for physical books can be picked up at one of our sites. Requests for chapters of a book will be delivered digitally. 

• Applications are all made online
• First use Library Search to check that the book you require is not already available through the Library & Learning Centre; ask Library staff if you are not sure
• Having signed-in to your account on Library Search, click on the 'Inter-Library Loan' tab at the top of the page (if you are not signed-in the tab will be visible but not clickable)
• Select Citation type 'Book'
• Enter as much information as you can
• Complete the Delivery Information section of the form (books will be delivered in a Physical format for pickup at one of our sites) 
• Click 'Request'

Once an application has been sent to the British Library, or another potential supplier, it can normally only be cancelled if they notify us that there is a long waiting list or that they cannot trace the item. In these cases we will contact you and ask if you wish to cancel.

Applying for a journal article

The default method of delivery for journal articles will be digital.

• Applications for the purposes of private study or non-commercial research are all made online
• First use Library Search to check that the article you require is not already available through the Library & Learning Centre; ask Library staff if you are not sure
• Having signed-in to your account on Library Search, click on the 'Inter-Library Loan' tab at the top of the page (if you are not signed-in the tab will be visible but not clickable)
• Select Citation type 'Article'
• Enter as much information as you can
• Complete the Delivery Information section of the form (the default method of delivery for journal articles and single chapters from books will be Digital because this is both faster and less expensive) 
• Click 'Request'

Processing

The British Library (BL) handles around 10,000 ILL requests on an average day and deals with them in strict rotation. 

You will receive a further email from our Inter Library Loan Team if additional information is required to process your application or we are unable to locate a supplier for the requested item.

Restrictions

It is illegal to obtain ILL copies of more than one article from the same issue of a journal. If you want more than one article we must apply for copyright clearance, for which there is an additional fee levied by the Copyright Licensing Agency. Alternatively you can apply to borrow the relevant journal issue. It is worth noting however that the British Library will not lend journal issues less than 6 months old.

Copyright regulations are legally binding and both we and the lending library must ensure that readers' requests comply with them.

Doctoral research theses are made available through the British Library Electronic Theses Online Service, and for these you should apply directly to EThOS. Please email the Library if they are unable to supply.

Collecting your ILL

An email will be sent to you as soon as a loan item arrives at your chosen LLC site. Please collect items promptly as they can only be kept for a limited period. Inter-Library Loans are not left on the open Hold Request shelves and you will have to ask for assistance at the InfoZone or Enquiry Desk. Check  hours to avoid self-service only periods.

Virtually all single journal articles are sent as encrypted PDFs and notification, including a link to the document itself, will be sent to the email address you registered with the British Library. You have 30 days to download the document.

Reference use only items (e.g. journals, rare or expensive books) are often loaned by the owning institution only on condition that we keep them in our Library at all times. Please ask for assistance at the InfoZone or Enquiry Desk, avoiding self-service only periods.

Loan period

Books obtained on Inter-Library Loan are issued for 4 weeks. There will be a slip attached to the item specifying the date on which it must be returned to us.

It is advisable to return all ILLs promptly as a fine may be charged by the owning library and this will be passed on to you. The fines levied by the British Library and other supplying libraries, as well as charges for lost or damaged items, are very substantial.

Renewing your loan

Unless an item is required by someone else, most loans can be renewed. To request a renewal, please email the Library or phone (01382) 384086 just before the due date, and quote the request number. We will email you as soon as we can to let you know whether the request was successful.

Please remember that every renewal of a loan from the British Library costs us £6.25.

Recall notices

If you receive a recall notice for an ILL item please return it immediately, even if you have renewed it. A recall means that the supplying library has received further requests for the item.

Lost or damaged items

Lost or Damaged Inter Library Loans supplied by the British Library will be charged the current British Library Lost item fee - £214.30 as of 1 August 2023.

Lost or Damaged Inter Library Loans supplied by other institutions will be charged the full current replacement cost levied by the lending institution.

Lost or Damaged items supplied by the University of Dundee to other institutions will be charged the full current replacement cost.

ILL services to other libraries

We are happy to consider requests from institutions within the UK, and from the Republic of Ireland and overseas.

Photocopy requests must comply with current copyright regulations, and be of a non-commercial nature. We are unable to provide commercial copies to other libraries; for these you should contact British Library On Demand.

Charges for supplying material are kept in line with current British Library pricing and will be claimed through the BL at regular intervals.

Most books can be lent, but there are the following exceptions:

• 1 and 7 day loan
• Reference
• Journal parts/volumes
• Special collections

Email your request, quoting your BL account number and request number, to LLC-ILL@dundee.ac.uk.

*In the case of overseas libraries, we would prefer payment using IFLA vouchers or by credit card. If neither option is possible, we will send an invoice which is payable in advance of supply.

Items supplied by the University of Dundee to other institutions that are lost or damaged will be charged the full current replacement cost.