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Frequently asked questions about interlibrary loan of books and sections from books

What is interlibrary loan?

Interlibrary loan - officially known as "Deutscher Leihverkehr" - is a cooperative service provided by libraries in the Federal Republic of Germany for the procurement and delivery of media. It is based on the principle of reciprocity, i.e. each library participates in lending and receiving. The regulations applicable to interlibrary loans are laid down in the Regulations on Interlibrary Loan in the Federal Republic of Germany ­- Interlibrary Loan Regulations (“Ordnung des Leihverkehrs in der Bundesrepublik Deutschland - Leihverkehrsordnung (LVO)"). Unlike commercial document delivery services, interlibrary loan does not cover its costs. The receiving library charges each user a flat rate for each order, which is independent of the success of an order (LVO, Annex 5).

What does interlibrary loan offer?

Interlibrary loan offers you the possibility to order media that you cannot find in the holdings of the Paderborn libraries (University Library, Archbishop's Academic Library, City Library) conveniently via the internet from an external library. As soon as the ordered item is delivered, you will be notified by e-mail or yellow post and you can collect it at the University Library.

How much does an interlibrary loan order cost?

The fee for interlibrary loans was set at 1.50 Euros by decree of the NRW state government on June 8th, 2005 (Erlass von der Landesregierung NRW zum 8. Juni 2005). The order fee applies to every order, even if delivery takes a very long time or if no external library can fulfil the order. If you cannot be notified of the arrival of the delivery by e-mail, your library account will be debited with the postage for notification by yellow post.

How are interlibrary loan fees charged?

As a convenient method of payment, we offer you billing via your library account. The fee of 1.50 Euros per order will be automatically entered into your account after the order has been successfully placed.

As an employee of the university, you can alternatively choose internal university billing via transaction numbers (TANs). The TANs are sent by e-mail on submission of a form or issued at the circulation desk - with a minimum purchase of 10 pieces. For each order you need a TAN, which you have to enter during the ordering process. The TAN becomes invalid after the ordering system has accepted your order. If your order is unsuccessful, the TAN cannot be used again.

As the interlibrary loan fee is a reimbursement of expenses, no replacement or refund is possible in the event of an unsuccessful order.

How long is the delivery time?

If a book is available in a library in North Rhine-Westphalia, it can usually be delivered in approx. 1-2 weeks. Longer delivery times may occur if the book is delivered from another federal state. To avoid receiving an ordered item at a time when you no longer need it, you can enter a "closing date" beyond which you are no longer interested in a delivery in the "Notes on this order" field when placing your order. However, this does not lead to accelerated processing, but only serves to avoid unnecessary deliveries.

How does book order work?

Select "Library Use and Borrowing" on our homepage and under the item "Ordering from other libraries" the item "Interlibrary loan". There you will find a link to the interlibrary loan portal of the Digital Library (DigiBib hbz) under the heading "Interlibrary loan of books and sections from books". By entering your library card number as well as your password (identical to your registration in the university library catalogue) you will then personally log in to the interlibrary loan portal of the Digital Library via "Interlibrary loan of books and sections from books".

Use the search mask to search for the title of the book. Select the title you want from the subsequent hit list. For each book title, you will see how many libraries hold the book and whether it is also available in our interlibrary loan region. If you are offered several hits for the desired title, you should select the hit that also lists stock for our interlibrary loan region. These holdings usually have the shortest delivery time.

Choose whether you want the complete book for loan or a section as a copy. It is possible to order up to 10% of a work as a copy. Clicking on the button "Auswählen" (Select) will take you to the order form. Further details are required here, e.g. whether you also agree to other editions. Additional costs may apply to the order, e.g. if more than 20 pages are copied. In this case, please enter the amount up to which you would like to pay the costs.

You can also specify whether the supplying library should make a reservation for you if the item you have ordered is currently on loan. Please note that reservations may delay delivery.

Finally, select the payment method - billing via your library account or entering a TAN.

After pressing the "Bestellen" (Order) button, you will receive confirmation from the system that your order has been successfully placed.

If a title consists of several volumes, a separate order is required for each volume.

If you are ordering a newly published title, you may be asked for a "Fachzuordnung" (Subject assignment). In this case, a drop-down list with a subject selection will appear in the order process. Please assign your order request to the appropriate subject. Paderborn University Library then checks whether the desired item is also of interest to other users and should therefore be acquired for its own collection. If the decision is positive, the desired item will be purchased and made available to you.

Can I reserve items in other libraries?

Your book order will first be sent to all potential supplier libraries. If the item is on loan in all libraries, Paderborn University Library can arrange for it to be reserved. A prerequisite for this is your wish to reserve the item, which you confirm with "Ja" (Yes) in the order form. Please note that the delivery of reserved items may be delayed.

How can I order a title that I couldn't find in the catalogue search?

If your catalogue search did not produce a hit, you can enter the bibliographic data of the title into a free order mask. You will find the link to this mask at the end of the search results. Please take into account that the delivery of such a free text order takes longer, because an elaborate processing by library staff is necessary. Full details are particularly important for such orders; in addition, enter bibliographical references or references to sources into the field "Hinweise an Ihre Bibliothek" (Notes to your library).

What happens after the interlibrary loan order has been placed?

After your order has been accepted, an algorithm in the Central Interlibrary Loan System determines the order of the delivery libraries. Various factors such as the delivery volume are taken into account. If the first library cannot deliver the item you requested, the order is automatically passed on to the next library by the Central Interlibrary Loan Server until your order can be completed positively. The delivery will then be made directly to Paderborn University Library.

How do I find out about the arrival of the interlibrary loan delivery?

As soon as your order has arrived, you will receive a message from Paderborn University Library by e-mail. If you have not provided us with an e-mail address, as an employee of the university with a valid internal postal address you will receive a notification in this way. For all others, notification will be sent by yellow post; in this case your account will be debited with the postage costs. If you do not wish to be notified by letter, please send an informal request stating your name and your library card number.

How long will the interlibrary loan items be made available for collection?

The delivered items are available for collection from the circulation desk until the end of the loan period. You can find the end date of the loan period in your notification. Please note that the loan period begins on the day the item is made available. In the event of a late collection, the loan period is shortened accordingly and cannot be extended in these cases either.

How long is the loan period?

The loan period is determined by the supplying library. It is usually 4 weeks and can be found on the book slip inside the book. It starts on the day of delivery and not on the day of collection. An extension of the loan period is not possible.

Are there any restrictions on the use of interlibrary loan items?

Paderborn University Library must pass on to you all conditions specified by the supplying library for the use of an item. For example, the supplying library can allow use only in the reading room or issue a copy ban. You can consult a book that is subject to a copying ban in the Information Centre area (BI1.102) Monday to Friday from 9:00 a.m.to 3:00 p.m. and by appointment with the staff of the Information Centre and Specialist Libraries Department.

Where can I return borrowed items?

All items borrowed via interlibrary loan must be returned to the university library.

Which items are excluded from interlibrary loan?

The Interlibrary Loan Regulations (LVO § 1.3) stipulate that items are excluded from interlibrary loan if they are

  • available locally - i.e. in Paderborn in the holdings of the University Library (library identifier: 466), the Archbishop's Academic Library (library identifier: 211) or the City Library (library identifier: 736),
  • commercially available at a low price (currently 15 Euros).

In addition, electronic resources cannot be delivered whose use is strictly limited to a university campus or to members and affiliates of a university for legal (licensing) reasons.

For which items can there be borrowing restrictions?

According to the provisions of the Interlibrary Loan Regulations (LVO § 14), libraries may exclude items from being sent via interlibrary loan, for example:

  • items of particular value (especially books published before 1800; digital copies/reproductions are often possible - for a fee, if applicable),
  • items in poor condition (digital copies/reproductions are often possible - for a fee, if applicable),
  • items of unusual format (digital copies/reproductions are often possible - for a fee, if applicable),
  • loose-leaf editions and unbound periodicals,
  • non-book materials, provided they are endangered by transport due to their nature (e.g. games, large-format maps),
  • reading room and reference library collections (e.g. encyclopaedias, dictionaries, bibliographical reference works),
  • items that are used particularly frequently at the location.

Please note that orders for such items are not automatically rejected by the system. As a rule, one of the above-mentioned reasons for rejection will arise during the subsequent processing of your order.

Since the interlibrary loan fee is a reimbursement of expenses, a replacement or refund is not possible in the event of an unsuccessful order.

Which media are difficult to obtain?

Practice shows that special forms of publication are difficult or impossible to obtain via interlibrary loan, for example:  

  • new publications, often already listed as ordered items in library catalogues but not yet published, or still in a processing status in libraries,
  • complete newspaper volumes which are not sent out for conservation reasons (delivery may be possible of microfilm recordings of the corresponding newspapers),
  • complete periodical volumes, of which many libraries do not provide interlibrary loans, especially for newer volumes,
  • items that are only available in special libraries and can only be used there as reference holdings on site,
  • diploma theses, master's theses, bachelor's theses, exam papers, term papers etc., which are part of the reference collection in most libraries,
  • television recordings that are only made available for internal university use.

Please note that orders for such items are not automatically rejected by the system. As a rule, one of the above-mentioned reasons for rejection will arise during the subsequent processing of your order.

Since the interlibrary loan fee is a reimbursement of expenses, a replacement or refund is not possible in the event of an unsuccessful order.

How do I cancel an order?

The ordering system does not allow you to cancel an order yourself. Please contact the Interlibrary Loan and Digitization Department if necessary. If the processing status of your order allows a cancellation, we can do this for you.

In the event of cancellation, a replacement or refund of the interlibrary loan fee is not possible, as this is a reimbursement of expenses.

When can I order an item abroad?

An attempt to order via international interlibrary loan can be made if the order cannot be fulfilled by any German library. In some exceptional cases (e.g. foreign university publications), direct ordering from abroad may be possible. Costs and delivery times for international interlibrary loans vary greatly. For further details, please contact the Interlibrary Loan and Digitization Department.

Where can I find information on interlibrary loan orders placed?

In the interlibrary loan portal you can track your book and article orders in your personal "interlibrary loan account".

Who can I contact with questions or problems?

If you have difficulties placing an interlibrary loan request, please contact the staff of the Information Centre or Interlibrary Loan and Digitization Department of Paderborn University Library.

Frequently asked questions about interlibrary loan of journal articles

What is interlibrary loan?

Interlibrary loan - officially known as "Deutscher Leihverkehr" - is a cooperative service provided by libraries in the Federal Republic of Germany for the procurement and delivery of media. It is based on the principle of reciprocity, i.e. each library participates in lending and receiving. The regulations applicable to interlibrary loans are laid down in the Regulations on Interlibrary Loan in the Federal Republic of Germany ­- Interlibrary Loan Regulations (“Ordnung des Leihverkehrs in der Bundesrepublik Deutschland - Leihverkehrsordnung (LVO)"). Unlike commercial document delivery services, interlibrary loan does not cover its costs. The receiving library charges each user a flat rate for each order, which is independent of the success of an order (LVO, Annex 5).

What does interlibrary loan offer?

Interlibrary loan offers you the possibility to order journal articles that you cannot find in the holdings of the Paderborn libraries (University Library, Archbishop's Academic Library, City Library) conveniently via the internet from an external library. As soon as the ordered article is ready for collection, you will be notified in the form you have chosen.

How much does an interlibrary loan order cost?

The fee for interlibrary loans was set at 1.50 Euros by decree of the NRW state government on June 8th, 2005 (Erlass von der Landesregierung NRW zum 8. Juni 2005). The order fee applies to every order, even if delivery takes a very long time or if no external library can fulfil the order. If you have been notified by yellow post that the article has arrived, the postage fee is to be refunded on collection. Additional costs may arise if you order an article that is longer than 20 pages. Please note that an amount of 8 Euros is preset for the payment of additional costs when ordering articles. You have the option of setting this amount to zero or - in the case of very extensive articles - increasing it.

How are interlibrary loan fees charged?

As a convenient method of payment, we offer you billing via your library account. The fee of 1.50 Euros per order will be automatically entered into your account after the order has been successfully placed.

As an employee of the university, you can alternatively choose internal university billing via transaction numbers (TANs). The TANs are sent by e-mail on submission of a form or issued at the circulation desk - with a minimum purchase of 10 pieces. For each order you need a TAN, which you have to enter during the ordering process. The TAN becomes invalid after the ordering system has accepted your order. If your order is unsuccessful, the TAN cannot be used again.

As the interlibrary loan fee is a reimbursement of expenses, no replacement or refund is possible in the event of an unsuccessful order.

How long is the delivery time?

If electronic transmission of the article for printing in the library is possible, it can be made available within one week. Longer delivery times may occur if the article is delivered to us by post from another federal state.

How does ordering articles from journals work?

Select "Library Use and Borrowing" on our homepage and under the item "Ordering from other libraries" the item "Interlibrary loan". There you will find a link to the Interlibrary Loan Portal of the Digital Library (DigiBib hbz) under the heading "Interlibrary loan of journal articles". By entering your library card number as well as your password (identical to your registration in the university library catalogue) you will then personally log in to the interlibrary loan portal of the Digital Library via "Interlibrary loan of journal articles".

After entering your search terms, the German Union Catalogue of Serials is searched. Select the desired journal title from the hit list. Clicking on the button "Auswählen" (Select) will take you to the order form. Here you enter all the data for the desired article. In the field "Lieferbedingungen" (Delivery conditions) you select the delivery and notification method. In addition to "Benachrichtigung per E-Mail" (Notification by e-mail), notification by internal post or yellow post (subject to a fee) is also possible.

Before submitting the order, you confirm that the requested article is for personal non-commercial or scientific purposes only.

For copyright reasons, the ordered articles are always delivered as paper printouts.

As an employee of the university with an internal post address, you can have the copies sent to you via internal post by selecting "Hauspost" (internal post) as delivery method. A separate notification is not required in this case.

If the length of the ordered article exceeds 20 pages, you may incur additional costs - depending on the delivery library. In this case, please enter the amount up to which you would like to pay the costs. Finally, select the payment method - billing via your library account or entering a TAN. After pressing the "Bestellen" (Order) button, you will receive confirmation from the system that your order has been successfully placed.

How can I order a title that I couldn't find in the catalogue search?

If your German Union Catalogue of Serials search did not produce a hit, you can enter the bibliographic data of the title into a free order mask. You will find the link to this mask at the end of the search results. Please take into account that the delivery of such a free text order takes longer, because an elaborate processing by library staff is necessary. Full details are particularly important for such orders; in addition, enter bibliographical references or references to sources into the field "Hinweise an Ihre Bibliothek" (Notes to your library).

How do I find out about the arrival of the delivered article?

As soon as the article is ready for collection in the library, you will be informed by e-mail, internal post or yellow post that the delivery has been made. Please note that if you are notified by yellow post, postage will be charged to your account.

Which items are excluded from interlibrary loan?

The Interlibrary Loan Regulations (LVO § 1.3) stipulate that items are excluded from interlibrary loan if they are available locally - i.e. in Paderborn in the holdings of the University Library (library identifier: 466), the Archbishop's Academic Library (library identifier: 211) or the City Library (library identifier: 736).

In addition, electronic resources cannot be delivered whose use is strictly limited to a university campus or to members and affiliates of a university for legal (licensing) reasons.

Articles from newspapers as well as from journals that are not explicitly specialist journals (so-called consumer magazines) may not be supplied via interlibrary loan for copyright reasons according to § 60e UrhWissG.

How do I cancel an order?

The ordering system does not allow you to cancel an order yourself. Please contact the Interlibrary Loan and Digitization Department if necessary. If the processing status of your order allows a cancellation, we can do this for you.

In the event of cancellation, a replacement or refund of the interlibrary loan fee is not possible, as this is a reimbursement of expenses.

When can I order an article abroad?

An attempt to order via international interlibrary loan can be made if the order cannot be fulfilled by any German library. Costs and delivery times for international interlibrary loans vary greatly. For further details, please contact the Interlibrary Loan and Digitization Department.

Where can I find information on interlibrary loan orders placed?

In the interlibrary loan portal you can track your book and article orders in your personal "interlibrary loan account".

Who can I contact with questions or problems?

If you have difficulties placing an interlibrary loan request, please contact the staff of the Information Centre or Interlibrary Loan and Digitization Department of Paderborn University Library.

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