Please note: effective August 30, 2012 there will be a $5.00 per week late fee charged
for overdue Interlibrary Loan materials. Please see the revised policy below for further details. If you have questions regarding the
new policy, please contact the Interlibrary Loan staff by sending e-mail to ill [at] ciis [dot] edu or by
calling (415) 575-6186.
Interlibrary loan is a reciprocal lending service through which the CIIS Library
obtains materials from other libraries for use by CIIS students, staff and faculty.
Normally, Interlibrary Loan is only for materials not present in the CIIS Library collections.
If you want to obtain materials from other libraries through ILL, you can request them by creating
and logging in to your ILL account. Please see our list of Frequently
Asked Questions below regarding Interlibrary Loan Policies before creating your account.
Frequently Asked Questions
This FAQ list covers most questions and issues around Interlibrary Loan policy and use.
If you have further questions, e-mail ill [at] ciis [dot] edu or call (415) 575-6186.
What is Interlibrary Loan and how does it work?
Interlibrary Loan is a reciprocal lending service where patrons of participating libraries
can request and borrow books, documents, and other library materials. Through Interlibrary Loan,
CIIS library patrons can get books, electronic and/or print articles, and sometimes other materials
like tapes and DVDs that are not available in our own collection. Our Interlibrary Loan system is
called ILLiad, and it is hosted by OCLC which acts as an organization of cooperating libraries that
works to share resources, e.g. WorldCat, as well as physical materials, in this instance.
Who has access to Interlibrary Loan?
All current and local students, faculty, and staff of CIIS can use our ILL services.
I am a distance student. What are my Interlibrary Loan privileges?
All currently enrolled CIIS students who live outside of the San Francisco Bay Area are considered distance
students by the Library. The San Francisco Bay Area includes the following counties: Alameda, Contra Costa,
Marin, San Francisco, San Mateo, and Santa Clara.
Distance students are eligible for interlibrary loan of articles and book chapters.
At present, books and dissertations may not be requested. This is because the amount of time
it would take to mail the item to you and receive it back would surpass the standard lending period for most
libraries. Additionally, because ILL materials are borrowed from other libraries, the extra trips in the mail
to send materials increases risk of damage or loss, which creates a liability to the CIIS library and our
relationship with lending libraries. Because articles and book chapters are sent electronically, you get to
keep the item and do not have to worry about returning it. Any fee associated with a request can be paid via
a mailed check or by calling (415) 575-6184 to pay by credit card.
I am an Alumni Associate. What are my Interlibrary Loan privileges?
Alumni do not have Interlibrary Loan privileges. If you are CIIS alumni considering getting a $25 alumni
associate membership to the Library, please know that you will not have access to Interlibrary Loan. You
might consider your local public library's ILL services.
How do I know that Interlibrary Loan is the best way to get a book?
(Steps to take before requesting a book)
Interlibrary Loan book requests should be submitted after checking for the item in the
CIIS Library catalog as well as
your local public library's catalog. In short, if there's an easier, quicker way to
get the book, check there first, for your own benefit, as well as ours.
How do I know that Interlibrary Loan is the best way to get a journal article?
(Steps to take before requesting an article)
Similar to books, you should check to make sure that the CIIS Library (and your local public library)
doesn't already own or have access to the journal article you want before requesting it through ILL.
Searching for articles in journals available at CIIS is a bit different than books, we recommend getting assistance with
learning how to search for journal articles by making an appointment with one of our Reference Librarians. You can also use
a comprehensive list of CIIS print and online journal holdings that you can search by journal title. If
you don't see the issue containing the article you want in the CIIS holdings, and your local public
library doesn't have it, put in an ILL request for it.
How do I fill out an ILL request?
**It is very important that you put the correct citation information in
your request to ensure that your request is quickly and accurately filled.**
The Library offers resources on writing & citations on its
Fill in as many of the fields on the request form as you can to speed up the processing; at the
very minimum you must fill in the fields labeled "required". Information like date published
and ISBN can often be found on book publishers' Web sites or on Amazon.com. If you'd like further
assistance on citations, you can e-mail askref [at] ciis [dot] edu or
make an appointment with a Reference Librarian. Sometimes we get ILL requests that lending libraries
cannot fill due to incorrect citations, which means we have to cancel the requests and patrons have to
resubmit them with correct citations.
Note: If you click through ProQuest or another database Web site that automatically fills out the
ILL request form for you, PLEASE double-check the accuracy of the citation BEFORE you submit. ProQuest
does NOT always correctly autofill the ILL form, and we have to cancel requests that are improperly cited.
How many requests can I submit?
Each patron can submit 10 ILL requests per week. If you submit more, we will process
the rest the following week, in the order they were submitted. We strive to provide prompt service to
all of our patrons, and in order to ensure that everyone's requests are going through in a timely
manner, we need to limit the number of requests we process per person per week.
When should I set a MaxCost higher than $0?
Many materials requested through interlibrary loan are available free of charge from reciprocal lending libraries.
However, not all materials are available for free and if you know that there is an item that you would be willing
to pay for, especially if it is an obscure, out-of-print, or foreign language book or an article from a minor,
out-of-print or foreign journal, please set the MaxCost higher than $0 in order to optimize processing time.
We will always make every effort to obtain material for free, regardless of the MaxCost set when you submit the
Invoices for materials you elect to pay for are posted on your library Koha account when we receive the invoice
from the lending library. You can pay it by cash, check or credit card in person in the Library Office or by
How many items can I have checked out at a time?
Each patron may have a maximum of 10 physical loan items - including books, dissertations, and
A/V materials - checked out at a time. This does not include photocopies of book chapters or articles.
There is no limit to number of articles checked out at a time, but see above policy for limitations
on requests you can submit per week.
How does copyright affect my Interlibrary Loan requests?
Due to copyright restrictions that the Library is bound to, we cannot fill requests for:
- More than one article from the same journal issue at once. Note: You may request articles from the same
volume at the same time, as long as they are not in the same issue (example: journal –
Dreaming, year - 2003: vol. 13, no. 4, pages 193-209; vol. 13, no. 1, pages 3-12).
If you need more than one article from a journal issue, consider your options for accessing the
entire issue - check other local libraries, or consider purchasing it.
- More than one chapter from the same book at once.
If you need several chapters from a book, consider requesting the entire book.
Where do I pick up my Interlibrary Loan item?
Books and A/V materials can be checked out from the Circulation Desk during Library hours.
Please be ready to show your CIIS ID to the Circulation staff.
Articles are delivered electronically to your ILL account. To access an article
click on "Electronically Received Articles" under "View" then click on the
PDF icon to open the document. The article will be accessible for you to read and download for
30 days after it is sent to your account.
How long will it take for my request to be filled?
It generally takes 4-7 days for journal article requests and 1-2 weeks for books or AV materials
to arrive after you initially submit the request. However, items can take longer or arrive sooner.
You will be notified once the item has arrived via e-mail (please make sure your e-mail address is
current in your ILL account to ensure receipt of notification).
How can I check the status of my request?
There is a "View Outstanding Requestss" section accessible in your ILL account, which can be accessed from the
home page. If you have further questions, you can contact ILL staff at ill [at] ciis [dot] edu, or (415) 575-6186.
How can I renew Interlibrary Loan materials?
There is a "View" heading of the left sidebar section of your ILL account, click "Checked Out Items".
Then click on the transaction number of the item you want to renew. On the individual item's transaction
page, click "Renew Request" at the very top. Clicking Renew does not automatically renew
the item. The renewal request gets submitted to the lending library, which will either accept or
reject the renewal request. There is a chance that the lending library will recall an item even if it seems
like the renewal was accepted by the system. If that happens, you will receive a loan recall e-mail, in which
case you should return the book by its original due date. If the renewal is approved, we will send you an e-mail
with the new due date. You can also log back in to your ILL account a few days after you request a renewal and the
new due date will be reflected in the transaction details.
Please note that our system does not automatically generate due date reminder e-mails. It is your responsibility
to keep track of your items' due dates and renew them before the initial due date.
Do I have to pay for ILL materials?
While we do our best to obtain Interlibrary Loan materials for free, very occasionally there is a fee
from the lending library which patrons are responsible for paying. The CIIS Library has no control
over lending libraries' charges. Most often, fees are associated with articles and dissertations.
Some lenders charge fees for lending the actual items, usually between $5 and $20, and some lenders
charge similar fees for photocopies. If the requested material is older than five years, it may be held
on microfilm, which is more expensive to copy than standard sources.
When you submit a request, you can designate on the form (in the "MaxCost" field)
whether you wish to authorize the Library to obtain items that may have an associated fee, or whether
you only want items if they are free of charge. The Library will respect the cost parameters indicated;
if it would cost more than MaxCost indicated in the request to obtain the item, we will contact
patrons to get permission before going further. Payment is due when items are picked up at the Library's
Circulation Desk, and can be made through check, cash, or credit card.
Please note that the CIIS Library gets charged fees when the item is ordered from the lending library,
regardless of whether you actually pick it up. If you do not end up picking up your item, you will still be
held responsible for paying associated fees.
If there is a fee for an item that is delivered electronically or mailed to a distance student
(articles/ chapters only), it will be applied to your Koha Library account (CIIS Library Account)
when it is delivered. Please note that outstanding fees of $10 or more in your Library account will
block you from being able to check out CIIS Library materials.
What is the policy for overdue Interlibrary Loan items?
As of Spring Semester 2013 the Overdue Policy for Interlibrary Loan is:
Overdue notices are sent daily via email. After an item has been overdue for seven days, your ILL
account will begin to accrue a $5 per week fine for each late ILL item. After an item has been overdue
for three weeks, in addition to the $5 per week fees, your ILLiad account will be blocked and you will
not be able to request materials through ILL until you return your overdue item(s). Your CIIS Library
account will also be blocked and you will not be able to check out books from the CIIS Library until
you return your ILL books.
What is the policy for lost Interlibrary Loan items?
If an ILL item is lost, you will be billed the replacement cost that will be determined by the lending library.
Please note that unlike the library policy for replacement of a lost item, ILL does not accept physical copy
How do I pay my fees or overdue and lost fines?
Fees and fines are posted on your library Koha account. You can pay by cash, check or credit card in person in
the Library Office or by calling 415-575-6184.
How do I log in to the Illiad system?
From the ILL login page,
new users can click the "First Time Users" link below the logon boxes, where you will be directed to
read information about choosing a username and password, copyright, and Illiad FAQ, after which you can register
by clicking the button labeled "First Time Users Click Here". On the next screen you will create your account
by entering your name, CIIS ID number, contact information, username and password. Your account will be created
once you click the "Submit Information" button, at which point you'll be able to access a home screen
from which you can submit and review requests and review/update your registration information.
Why do I need a username and password to use this system?
Your username and password allows us to give you secure access to information about your interlibrary loan
requests. We can also enable you to edit your personal information such as your address or phone number.
Your username can be anything you like, such as your name, abbreviations, or an alphanumeric code. Your password
also can be anything you like. We recommend that you follow good security practice and choose a password that
is different from those you use to access other systems. However, no one but you will know your password, not
even the Library staff. The password you set is stored in an encrypted file.
What if I forget my password?
In the event that you forget your password, on the ILL log-in page click on "Forgot Password?"
and you will be able to reset it. If you have problems, call (415) 575-6186 or send e-mail to
ill [at] ciis [dot] edu.
Alternatives to Interlibrary Loan
(Other ways to get materials that aren't in the CIIS Library collection)
- SF Bay Area Libraries
A nearby library may have the item you want. Check the local academic and public libraries in the Bay Area.
Many public libraries offer great Interlibrary Loan services and/or Link+, which might be faster or more convenient than
Northern California Consortium of Psychology Libraries (NCCPL)
CIIS students, staff and faculty may borrow items directly from NCCPL member libraries.
Use LibDex to find library catalogs online by location or institution throughout the world.
Try also using WorldCat, which searches the contents of thousands of libraries simultaneously.
If you are in a rush, a commercial document delivery service (you pay for their services) such as
Ingenta or Infotrieve, may be able to help.
ProQuest Dissertations & Theses
Most dissertations and theses from 1996 onward may be downloaded free (CIIS students, staff or faculty
only) through ProQuest Dissertations & Theses. If full text is not available or you would like to
own a copy, almost all U.S. dissertations can be ordered online or by phone at 1-800-521-3042.
Information for Other Libraries
Interlibrary Loan requests may be sent to us via OCLC's Illiad system.
For additional information contact us by e-mail at ill [at] ciis [dot] edu or by calling (415) 575-6186.