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SOUTHERN REGIONAL LIBRARY FACILITY
Guidelines for Circulation
And Interlibrary Loan
Rev. 05/29/03
INTRODUCTION
These guidelines for circulating and interlibrary lending of materials deposited at the SRLF
have been designed to achieve simple, rapid service to the user, while observing consistency in loan
policies and services with ILL centers throughout the UC library system. The circulation status of items
is determined by the owning libraries upon deposit at the SRLF. Libraries may choose among three
circulation statuses:
a)
non-circulating (Item leaves the SRLF only for the depositing campus; no on site use at
the SRLF)
b)
building-use (Item may be sent to any campus, but it does not leave the library. Item
may also be used on site at the SRLF)
c)
standard loan of one quarter (to UC affiliated users) or two weeks (to off-campus
users)
Depositing libraries are encouraged to select the standard loan period whenever possible. The
library must clearly indicate the requested circulation status in the piece when it is deposited. The
default value will be the standard loan period if deposits are not otherwise marked. All circulating items
may be recalled for the use of another campus or borrower. Loans from the SRLF to the owning
library will always be one year, regardless of the circulation status above.
A.
IDENTIFICATION OF ITEMS AT SRLF
1.0
UC affiliated users and library staff rely on ORION2 and MELVYL to identify and locate items in
the SRLF. Non-UC libraries also use MELVYL and ORION2 to identify and locate items that
may be held at the SRLF.
1.1
The ORION2 OPAC provides a bibliographic record and detailed holdings records for every
item shelved at the SRLF. From the ORION2 OPAC, SRLF shelving numbers are displayed
and items can be requested by this number.
1.2
MELVYL provides a bibliographic record of all serials and monographs deposited in the SRLF.
The SRLF shelving numbers are displayed only for single volume monographs.
1.3
MELVYL provides the classification number with the bibliographic record for SRLF
monographic sets and serials. Brief summary holdings information is provided for serials held
at the SRLF, but detailed holdings information for SRLF serials and multiple volume sets is not
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provided on MELVYL. Detailed holdings at the SRLF are provided by a link to ORION2.
1.4
OCLC records display the depositing campus information and a campus call number. The
SRLF location information does not display in OCLC. However, OCLC’s ILL system may be
used to submit ILL requests to the SRLF.
2.0
Paging and document delivery requests should be submitted to the SRLF with the exact
shelving number whenever possible. While it may not always be possible for a campus to
provide this number, it is very much encouraged in order to expedite retrieval at the SRLF.
Campus staff can obtain the shelving number by consulting ORION2.
B.
TRANSMISSION OF REQUESTS TO SRLF
1.0
CDL Request and ORION2’s SRLF Request are the preferred methods of transmitting
requests to the SRLF. Electronic mail and fax requests are also accepted.
2.0
The SRLF is accessible through OCLC ILL, and libraries may use this method for submitting
requests. SRLF’s OCLC symbol is ZAS.
C.
CIRCULATION AND INTERLIBRARY LOAN POLICIES
1.0
Direct loans may be made from the Facility to a user on-site at the SRLF.
1.1
All users with a valid borrower's card from any University of California campus and Driver's
License or some other photographic identification may borrow materials directly from the
SRLF. (UCLA Library Reference Cards are not valid borrower's cards.)
1.2
All classes of materials, except non-circulating or building-use materials, circulate on a direct
loan to any authorized user.
1.3
The loan period for all materials to UC faculty is one year. The loan period to UC staff and
students is one quarter. Unless otherwise indicated all items are subject to recall.
1.4
The loan period for all classes of circulating material to all other types of borrowers is two
weeks, unless the material has been designated building use.
1.5
Library cards authorizing direct loan will not be issued at the SRLF. Campus libraries are
advised to instruct their users to come to the SRLF prepared with appropriate identification and
library cards.
1.6
The circulation records for these transactions are maintained by the SRLF on the ORION2
circulation system when users have UC library cards with a barcode. If the campus library card
does not have a barcode, a circulation record is maintained manually.
2.0
Depositor loans are loans made back to the depositing campus.
2.1
The depositing campus handles re-circulation transactions of these materials through its local
system, and local loan rules prevail.
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2.2
All classes of material are loaned back to the depositing campus. Security for Special
Collections items while on loan is the responsibility of the campus (see section F, Intercampus
movement of Materials).
2.3
The loan period to the depositing campus is one year. The SRLF maintains a record of the
charge in the ORION2 circulation system and provides annual inventory lists for renewal.
3.0
Intercampus loans are loans made to any UC campus library other than the campus which
deposited the material, for use on the campus or by users of that campus library.
3.1
The borrowing campus handles circulation of these materials through its local system, and
local loan policies prevail, except for materials designated as building use by the depositing
campus.
3.2
Loan of Special Collections items, and other materials designated as non-circulating by the
depositing campus, must be approved by the owning library. Approvals for these loans will be
forwarded to the SRLF for retrieval and delivery. Security for Special Collections items while
on loan is the responsibility of the borrowing campus (see section F, Intercampus movement of
Materials).
3.3
The loan period for intercampus transactions is one year. The SRLF notifies the campus at the
end of the year and requests renewal or return.
3.4
The SRLF provides interlibrary loan and document delivery to non-UC libraries for all
circulating materials. Standard interlibrary loan and/or document delivery fees apply.
D.
COPYRIGHT
The SRLF follows the copyright guidelines promulgated by the UCLA Library:
http://www.library.ucla.edu/copyright/index.html
E.
STATISTICS
1.0
Circulation statistics are kept for the SRLF by the ORION2 circulation system and by SRLFdesigned databases. These statistics include a) the total number of items requested, 2) the
number of items circulated directly to users by type of user, and c) the number of items lent to
each UC campus. In using these statistics, campuses are reminded that loans back to a
depositing campus are not to be counted as an interlibrary loan. Each campus loaning SRLF
material to non-UC libraries continues to count its ILL statistics using local practices.
2.0
Each SRLF item will carry in its ORION2 record a count of the number of times it has circulated
or been renewed. A campus should consult with SRLF staff when the circulation history of a
particular title is required.
F.
INTERCAMPUS MOVEMENT OF MATERIALS
SRLF staff will retrieve and charge out requested items and prepare them for pickup. The
campuses use intercampus couriers to pick up items from and return them to the SRLF. At the
discretion of each Specials Collections library, special collection items will be delivered via the
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intercampus courier or by special arrangement with other commercial services (such as UPS
or FedEx).