Interlibrary Loan Borrowing Policies

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These policies apply to California State University San Marcos researchers.


Who Can Use the ILL services

Interlibrary Loan service is available only to the following Cal State San Marcos patrons with a campus ID, current validation sticker, library barcode, registered in the PAC (Catalog), and in good standing.

Eligible Patrons include:

  • Cal State San Marcos Faculty
  • Cal State San Marcos Teaching Assistants
  • Cal State San Marcos Staff
  • Cal State San Marcos Students
  • Cal State San Marcos Distance Education Students (registered in courses at the Southwest Riverside or Sorrento Valley campuses)

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Due to the high expense and heavy demands of the Interlibrary Loan service, requests must be limited.

  • Faculty & Graduate students may request up to 15 items per week
  • Staff & Undergraduate students may request up to 10 items per week

Only requests for Cal State San Marcos related academic research or teaching can be accepted. The following materials may NOT be ordered through Interlibrary Loan:

  • Materials held and available at Cal State San Marcos (regardless of format held or in-building use restrictions)
  • Recreational reading
  • Genealogical research materials
  • Required classroom textbooks

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There is typically no charge for the Interlibrary Loan service. The Library subsidizes all Interlibrary Loan overhead costs and most photocopy and loan charges imposed by other libraries for academic research by eligible Cal State San Marcos patrons.

The following charges may not be subsidized by the Library:

  • Supplier fee in excess of $15.00
  • Supplier fees from libraries known to require payment in foreign currency
  • Supplier fees from libraries who require prepayment

Patrons will be notified in advance of any unsubsidized charges and given the opportunity to cancel the request. If the wish for the Library to pursue, they will be asked to submit a check or money order for the full amount in advance, or authorize full payment upon receipt depending on supplier’s policies.

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A maximum of one renewal may be requested provided the lending library allows renewals. Renewals cannot be requested for items more than 1 week overdue.

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The lending library reserves the right to recall ILL materials at any time. Recalled ILL materials must be returned to the Cal State San Marcos Library Circulation Desk immediately.

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Overdue & lost material

Overdue fees: $1.00 per day – Maximum $25.00 per item

Replacement cost for lost material: $71.71

Item Charge: $ 44.46
Processing Fee: $ 15.00
Billing Fee: $ 12.25
Total: $ 71.71

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Damaged material

Interlibrary Loan materials must be returned in the same condition as they were received. Interlibrary loan checks the condition of all items it processes for use by our patrons and notes any damage found.

Examples include:

  • Any lead, ink, or highlighter markings
  • Stains of any kind
  • Pet chewed covers or spines
  • Torn or cut pages
  • Folded page corners
  • Water damage– includes damage caused by any fluid
  • Use of post-it notes*

*Although Post-It notes can be easily removed from pages, they leave a chemical residue behind that can cause long term damage to the books. It is recommended that you use index cards or strips of paper for page markers and/or note taking.

Materials returned with damage are sent to the Library Acquisitions Unit where repair costs are estimated. The Lending Library is notified of the damages and the patrons returning the damaged materials are billed for the repairs.

Materials with excessive damage may need to be replaced. The replacement cost for damaged material is as follows:

Item Charge: $ 44.46
Processing Fee: $ 15.00
Billing Fee: $ 12.25
Total: $ 71.71

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Loss of borrowing privileges

Interlibrary Loan will suspend all library privileges for patrons with ILL materials overdue by 7 days.

When ILL materials become overdue by 14 days, a hold is placed on the student’s registration.

Patrons’ library privileges will be reinstated within 2 days of returning all overdue ILL materials and paying the overdue fees or paying all replacement costs.

Interlibrary Loan privileges will be restricted to “Library Use Only” for patrons who have a pattern of returning ILL materials late (3 or more in a 4 month period).

Should a patron repeatedly disregard the ILL guidelines, his/her Interlibrary Loan privileges will be temporarily or permanently suspended.

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Penalty & fees

There is a campus approved fee of $1.50 which is assessed for the removal of the ILL identifying book band.

In addition, there is a campus approved fee of $5.00 which is assessed for failure to pickup photocopies requested though Interlibrary Loan within 3 weeks of their arrival.

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Copyright Law Compliance

  1. The notice of “Warning Concerning Copyright Restrictions” will be posted in the Interlibrary Loan office visible to researchers.
  2. The notice of “Warning Concerning Copyright Restrictions” will be displayed on all electronic Interlibrary Loan photocopy request forms.
  3. Interlibrary Loan will refuse any requests for photocopy which it considers to be in violation of the copyright law.
  4. Interlibrary Loan will maintain records of all photocopy requests for a minimum of 3 years as stipulated by copyright law.
  5. Interlibrary Loan will pay required royalty fees on a yearly basis for all photocopy requests which exceed fair use guidelines as established in the CONTU Guidelines for the Proviso of Subsection 108(G)(2). Interlibrary Loan belongs to the Copyright Clearance Center (CCC) through which most royalties are paid. Individual permission letters will be written to publishers and copyright holders who do not participate in the CCC.
  6. Interlibrary Loan will indicate copyright compliance (CCG or CCL) on all requests for photocopy.
  7. Every photocopied document provided to a patron will display a Copyright Notice.
  8. Interlibrary Loan will send yearly reports of heavily requested titles to the library’s Collection Librarian for purchase consideration.

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Contact Info

Resource Sharing - University Library
(760) 750-4345


Contact Info