Library Policies and Guidelines

Interlibrary Loan (ILL)

Number: Policy #0005
Date: 12/10/2009
Department: Access Services


Interlibrary Loan is the resource sharing/document delivery service that supplies library materials not owned by  Carpenter Library to UNF library users. Reciprocally, this service supplies books and photocopies to other libraries for the use of their patrons.

This service is not intended to provide course-required textbooks. Orders for textbooks will be canceled at the department's discretion.

ILL accepts orders for a variety of materials such as books, articles, maps, government documents, etc. The following materials are typically not available for borrowing: whole volumes of periodicals, reference books, computer programs, pre-1800 imprints, rare books, popular videos, manuscripts, and genealogical materials. Many libraries also have lending restrictions or prohibitions on videotapes, media materials, compact discs, dissertations/theses and other expensive, fragile, or unique items.


Interlibrary Loan services are available to all currently affiliated UNF faculty, staff and students. Service is also provided to State University students (under certain conditions) who are enrolled in distance learning or off-campus courses held in the UNF service area.

Submitting Requests

  • Tipasa is the online resource sharing and ILL management system used by the UNF Library to send, receive and process interlibrary loan requests. The system allows us to provide expedited services to our ILL users and allows users to track the progress of their requests online.
  • Your UNF login ID is used as your username in the Tipasa system. Authentication is controlled by the campus LDAP server.

Please be sure to check the library's catalog before ordering items through ILL. Databases and 360 Link will not indicate that we own a given item in print.  


Through participation in regional and statewide resource sharing partnerships, and special funding for document delivery, the Library can supply most ILL materials to its clients without charge. All avenues for " free " loans and copies are pursued first. However, some materials are not available without charge and can only be obtained if a fee is paid to the supplier.  In these cases, the charges are billed to the borrower. For this reason, always indicate on the request form whether you are willing to pay a fee for the item, and if so, the amount you are willing to pay. The library will not exceed the amount you authorize without consulting you first. You will be notified before a fee is charged.

Cost Estimates for Books and Copies

Books: Books are usually loaned reciprocally without charge.  However, some items are only available from suppliers with whom we have no reciprocal resource sharing agreement. Loan fees usually range from $15.00 to $25.00 per title.

Photocopies: Unless there is a reciprocal agreement in effect, most sources charge fees for photocopying articles. Charges vary greatly. If the actual cost of supplying the item exceeds the allotted amount, you will be contacted to authorize the charge before ordering.

Copyright Restrictions

Interlibrary Loan photocopy requests must comply with copyright law and subsequent guidelines for reproducing copyrighted materials. For instance, the library can only request five articles from a single journal title if published within the last five years. Any additional articles requested from this title must have either permission of the copyright holder,  or royalty fees paid.   If you are requesting a large number of articles from the same journal title, consult with the Interlibrary Loan staff. Also consult ILL staff regarding specific costs and the feasibility of receiving the items by your deadline.


Allow a minimum of 10 working days to receive your requested material.

Rush Request and International Loans

The ILL Office processes every request as quickly as volume and staff will allow.   Rush requests and international loans require special handling by the borrower and by the supplier.   Some suppliers charge a service fee for faxing articles or supplying materials by priority mail. Such charges are in turn billed to the borrower. Always consult with the ILL staff on rush requests and international loans, particularly regarding the cost and the feasibility of receiving the item by your deadline.


The Tipasa system allows e-mail notification of patrons regarding their requested material. When e-mail is not available, patrons will be notified by telephone or mail.

Loan Period

The loan period for borrowed materials is determined by the supplier. Most libraries allow three to four week loans with a renewal of two additional weeks upon request and approval.  You must request the renewal before the original due date, which is clearly marked on the paper book jacket attached to each item.  Any restrictions placed on the use of the material are also indicated on the book jacket. The book jacket is to remain attached to  the borrowed material until it is sent back to the lending institution.

All Interlibrary Loan items will be available to pick up at the library’s front desk for 14 days after the email notification of availability is sent to the patron. On the 15th day, the item will be returned. The ILL team can be contacted to request accommodations to this policy during the 14-day period by emailing

Fines and Bills

The overdue fine for ILL materials is $1.00 per day.   There is no grace period and no maximum fine.   Charges for lost or damaged materials are billed to the borrower.  The continuous inability or unwillingness to adhere to ILL policies and procedures, as determined by the ILL Librarian, will   result in the loss of ILL and Library privileges.

Returning ILL Materials

Return all ILL borrowed materials to the Main Circulation Desk.   Do not place ILL materials in bookdrops.