Requesting materials from out-of-state locations

If a requested item cannot be found in Wisconsin, requests may be sent to libraries out-of-the state. Library staff need to indicate that a request should be referred out-of-state when filling out the request form.

The Reference and Loan Library has a cooperative arrangement with MINITEX which refers requests to libraries in Minnesota, North Dakota, and South Dakota.

Sending requests to MINITEX is a routine part of the Reference and Loan Library's referral process. MINITEX locations are used before requests are sent to other out-of-state locations. Many MINITEX locations are willing to lend audiovisual materials.

Any titles recieved from or loaned to MINITEX libraries can be shipped through delivery (mark the item clearly for MINITEX) or the mail. All items received from MINITEX libraries must be returned to the MINITEX office so their records can be cleared. Do not return MINITEX materials directly to the owning library. Failure to return mateials to MINITEX will result in overdues and bills being issued, since the item appears not to have been returned.

In return for the excellent service MINITEX provides, Wisconsin libraries are asked to loan materials to MINITEX for their member libraries.

When materials cannot be borrowed through MINITEX, The Reference and Loan Library refers requests to other out-of-state libraries using OCLC. This process can add up to an additional month to the referral process for that title.

Many, but not all items may be requested from out-of-state libraries. We do not refer to out of state libraries for:

• computer software
• popular music
• feature films on videocassette or DVD
• fictional talking books
• requests that have less than 10 days before the deadline date
• titles that are "too new" - within 4 months of publication

All requests that indicate that an out-of-state referral is acceptable, will be sent on OCLC with a five location lender string to out of state libraries. The Reference and Loan Library will pay the costs of items referred by the Reference and Loan Library. If the cost is more than the Reference and Loan Library can pay, you will get a message back that says, for example, "CAI chgs $30". Then it is up to the local library or the library system to decide whether to pursue loan of the item. The Reference and Loan Library does not have the bookkeeping capability to borrow materials that exceed our "MaxCost" on OCLC and then bill the requesting library for the balance. Public library users cannot charged for ILL, since it is considered a basic library service.

What should I do if the wrong item is received or the photocopy is incomplete? The best course of action to take when there is a problem with an item received through interlibrary loan is for the borrower to go directly back to the lender. It is best to do this while the paperwork and item are at the borrowing library. The lender will often be able to correct the error quickly and without the need for submission of a new request. Submitting a new request may need to be done if the error was the borrowing library's or if the error was made during the referral process. If you have trouble identifying the lender or need address and/or phone numbers, please contact your system clearinghouse. If they're unable to help you, please contact the interlibrary loan librarian at the Reference and Loan Library.

What happens if a bill is received with the requested title? Lenders are asked to send bills directly to the Reference and Loan Library. Sometimes, however, you will get a bill with the book. Please do not ignore the bill or send it back when the book is returned. Send the bill to the interlibrary loan librarian at the Reference and Loan Library and it will be paid.

If you have questions about out of state requests, please call Terry Wilcox at (608) 224-6163, toll free at (888) 542-5543 Extension 4 (for WISCAT ILL) then press 5, or email her at terry.wilcox@dpi.wi.gov

Last updated on 2/25/2008 2:39:38 PM