Interlibrary Loan and Course Reserves Services in Fall 2020: Frequently Asked Questions

Course Reserves

Want to learn how you can get access to the books, articles and other resources you need for your class?

Interlibrary Loan

Do you need something that we don’t have at the UF Libraries? Let us work with other Universities to get it for you!

Distance Patrons

Are you studying and researching remotely? If you are a Gator not living in Gainesville, you may be eligible to sign up as a Distance patron! We will mail you library books FREE OF CHARGE and provide return shipping too!

UBorrow

Find and request a book you need from another University or College in the state of Florida, and pick it up at your favorite UF Library branch!


Course Reserves FAQ

For Instructors

Do I have to pay to put something on Course Reserves?

No. The George A. Smathers Libraries pay fees associated with making copyrighted material available for electronic reserves; we do reserve the right to deny requests in cases where the fee is deemed excessive. In the event of this, the instructor will be contacted. If the library does not currently own an item, an attempt to purchase will be made with instructor’s approval. Price and availability may affect the ability of the Course Reserves unit to purchase items.

What types of items can be placed on Reserve?

For Fall 2020, we can only process requests for electronic reserves. Course Reserves will try to acquire materials in an electronic format, and will manually digitize requests for book chapters and articles as necessary. We will make every attempt to digitize materials, but be aware it may not always be possible to provide digital access to materials.

When may I place a Course Reserves request?

As soon as possible. The Course Reserves unit will send out an email to active instructors notifying them when the units are accepting course reserves requests for the following semester. Course reserves requests may be placed throughout the current semester, as needed.

How long does it take for a Course Reserves request to be processed?

It varies depending on the volume of requests submitted since the requests are processed in the order received. Some factors may delay processing such as submitting requests during the first two weeks of a new semester; requests with incomplete bibliographic information; materials that are currently unavailable; or requests for purchase. If the library does not own an item and you want to request it for course use, please note this in your request.

What can I do if a link to an article or streaming video is not working?

First, be sure that you are using the UF Gatorlink VPN service. We recommend using Chrome or Firefox while using the VPN. You may also contact the Course Reserves unit at 352-273-2520 or email us at eres@uflib.ufl.edu to notify Course Reserves staff. It generally takes only a few minutes to fix a broken link.

How is copyright being affected by the COVID-19 pandemic?

Smathers Libraries are committed to providing access to our collections for the UF community while adhering to U.S. Copyright Law. We recognize that many students and instructors will be unable to access materials normally available to them, including print journals, special collections, textbooks, and audiovisual media. Like our peer institutions, the Libraries will rely on copyright provisions such as fair use to legally provide access wherever possible.

Fair use is an explicit part of copyright law that allows for the limited use of protected materials for purposes such as education and scholarship; during this public health emergency, the Libraries will leverage fair use flexibly and assertively to meet community needs. This means that we may temporarily be able to fulfill document delivery requests for larger portions of copyright-protected materials or in some cases for entire works, though we ask that you request only the portion you need to meet specific learning or research needs. This flexibility requires that instructors and researchers take steps to restrict access to very limited audiences (e.g. enrolled students, a reading group, or a research team) via password-protected systems and remove access once the learning or research need has been met.

Fair use is a provision available to everyone, and the Libraries are also here to support instructors, students, and other campus units navigating copyright concerns. Access our guide or send us an email if you have questions: copyright@uflib.ufl.edu.

I am an instructor/teaching assistant and I need a chapter of a book for class. Who should I contact?

Please email all class related requests to eres@uflib.ufl.edu.

For Students

I am not coming to campus. How can I use an item my instructor has on Course Reserves?

This semester, all course reserves materials are available electronically. If your instructor has placed something on Course Reserves, it is available online.

Create an Ares account to get started. For step-by-step instructions on how to create an Ares account and how to search for your classes and access course materials, check out our Course Reserves For Students page.

Where do I find the materials on Course Reserves?

In Fall 2020, all items on Course Reserves will be available electronically via your Ares account upon log in. Physical books will not be available for loan this semester.

Electronic items such as weblinks and streaming video are accessed through your Ares account or the Course Reserves feature in Canvas. If you are off-campus, you will need to log in to the UF Gatorlink VPN service to access these items. We recommend using Chrome or FireFox.

When I try to access electronic resources and course reserves, I am asked for a password. What should I enter?

If you are accessing our electronic databases, you must install and sign in to the UF Gatorlink VPN service to authenticate your affiliation with the University of Florida.

You may also contact the Course Reserves unit at 352-273-2520 or email us with questions: eres@uflib.ufl.edu.

What do I do if a link to an article or streaming video is not working?

First, be sure that you are using the UF Gatorlink VPN service. We recommend using Chrome or Firefox while using the VPN. You may also contact the Course Reserves unit at 352-273-2520 or email us at eres@uflib.ufl.edu to notify Course Reserves staff. It generally takes only a few minutes to fix a broken link.

Can I borrow a physical Course Reserves item?

Print books on Course Reserves are not being loaned during this time, but a number of electronic resources may be available for your course. If your instructor has an item in Course Reserves, it is available online.

Please log into your Ares account to see if your course materials are available.

You can also search our library catalog to see if books needed for your course(s) are available in our collections.


Interlibrary Loan FAQ

What is ILLiad?

ILLiad is the electronic system used to request an item through Interlibrary Loan. ILLiad is an acronym for InterLibrary Loan internet accessible database.

Who is eligible for the ILL service?

Any faculty member, emeritus faculty, staff and students who are currently employed or enrolled at UF, including IFAS & REC centers are eligible for ILL services. Visit the Borrower Status and Privileges page for more information.

If you are affiliated with the UF Law School (law faculty or law student), please create your ILLiad account through the UF School of Law Interlibrary Loan portal.

I am a UF patron, I live outside Gainesville, and I will not be visiting campus in fall 2020. Can I still place loan requests through the Interlibrary Loan service?

Yes. We will ship UF owned items and the items we borrow for you from other institutions to your desired address at no cost to you! The library will pay the shipping costs. We will also attach a pre-paid UPS returning label for your convenience.

We will not ship to PO Boxes, addresses on campus or patrons living in Gainesville, FL.

If you have more questions about our Interlibrary Loan services, distance services, please visit our Distance FAQ or email us at illoan@uflib.ufl.edu.

I am not in Gainesville, and am researching remotely. How can I submit the loan request as a UF distance patron?

Please follow these steps to submit your requests:

  1. Create an ILLiad account. This account is separate from your UF Library account. This account will allow you to:
    • Request materials held by the UF Libraries.
    • Request items that the UF Libraries do not own.
  2. Fill in status. Please choose Distance as your status, which will ensure that your requests are processed as items to be shipped.
  3. Log into your ILLiad account. On the left hand navigation bar, under New Request > select Loan . Fill out the form, and submit your request.

What can I order via Interlibrary Loan?

Interlibrary Loan (ILL) can be used to order materials that are not available from the UF Libraries – PDF copies of articles or book chapters, or loans which include physical items such as books, microfilm, media, etc.

Distance patrons can request materials that are available at UF; please see the Distance FAQ.

What does it cost?

The Interlibrary Loan service is FREE for UF patrons. Although this service is free for patrons, the department is given a specified amount of funding each year to provide this service, which covers shipping and replacement costs when items are lost or damaged. On rare occasions, excessive costs (particularly copyright fees) will cause us to cancel a request.

How long will it take for my materials to arrive?

Please be aware that loans will take longer to process once they arrive due to a required quarantine period.

Articles: 3-5 business days
Once the article arrives, you will receive an email confirming it’s available to view/read/download as a PDF via your ILLiad account. The system will automatically remove the article from your account after 30 days.

Loans (books, microfilm, media, etc.): 1-4 weeks
Books and other loaned materials take significantly longer to ship than articles, depending on the distance from the lending library. When the book arrives, you’ll be notified by e-mail. On-campus patrons can pick up the book at the Library West circulation desk. For distance patrons, we ship to you directly via UPS.

What about electronic books (ebooks)?

At this time, we cannot “borrow” electronic books via Interlibrary Loan. Such books are usually purchased by libraries with licenses that restrict their use to patrons of the owning library.

How long can I keep a book/microfilm?

It varies depending on the lending library’s requirements. Each library sets their own loan periods, but typically ILL loan periods are 4-6 weeks. The due date is printed on the band attached to your item; the due date can also be found by logging into your ILLiad account and clicking on the heading labeled “Checked Out Items”.

How do I renew an item?

  1. Log in to your ILLiad account.
  2. In the Main Menu (left side of the ILLiad screen), under the “View” section click on “Checked out Items.”
  3. Click on the Transaction Number you want to renew.
  4. On the next screen, click on “Renew Request” in red above the Transaction Information and you will be given a new due date.

Unless the lending library has specified “No renewals,” items can usually be renewed for an additional 1-2 weeks. Renewals are granted at the discretion of the lending library and MUST be renewed BEFORE the due date printed on the band.

How can I return an ILL item?

ILL materials can be returned in the following ways:

  1. Use the book drop at Library West or Health Science Center Library (HSCL) in Gainesville.
  2. Return items at the Library West or HSCL circulation desk in person
  3. Ship the item back to the library by UPS, FedEx, or Priority Mail. Please enclose the paperwork (that is attached to the book) with your ILL items.
As a reminder, please follow the Safe Packing and Shipping Guidelines to return the materials.

UBorrow books may be returned to the branch library where you picked up the item or via any of the methods listed above.

Can I use ILL to order my course textbooks?

No. Interlibrary Loan is NOT a substitute for buying your required textbooks. We reserve the right to cancel orders for textbooks. Please see the Course Reserves page to find out how you can get access to your textbooks without having to purchase them.

I have an incomplete citation. Can I still place a request in my ILLiad account?

Yes, but the more information you provide, the more likely we are able to quickly find the item you seek. The most helpful information to include when placing a request is an ISSN/ISBN, and/or an OCLC number. You can use the WorldCat database to locate OCLC numbers for particular journal titles or books.

Please provide full journal titles and not the abbreviated title when possible, especially if it’s in a foreign language. It’s also helpful if you can tell us where you found the citation (from a bibliography, a database, etc.). If you have a complicated citation, collaborate with a subject specialist to help narrow your search.

My request was cancelled with the reason “Item available as an e-book”. What does this mean?

Many resources (journals, books, and articles) are available to you through the UF Library catalog. You will need to be connected to the UF Virtual Private Network (VPN) in order to access these resources off campus.

Why do I need a username and password to use ILLiad?

Your ILLiad account is separate from your UF library account. Your ILLiad username is your 8-digit UFID number (including the dash: 0000-0000), which is located on your GatorOne card. To protect your privacy, we recommend that you follow best practices for choosing a secure password. No one but you will know your password, not even the library staff. Please provide your personal information when setting up your account, including your email, physical address, and phone number.

What if I forget my password?

  1. Reset your password by clicking on the “Forgot Password” link on the ILLiad login page. You will receive an email that your password has been reset.
  2. Call the Interlibrary Loan Office (352) 273-2535.

I am an instructor or teaching assistant. Can my items be delivered to my office on campus?

Unfortunately, no. All interlibrary loan items must be picked up at Library West or the Health Science Center Library. We do not currently have enough staff to provide a delivery service. If you are unable to pick up your item(s), you may use a proxy. Please see the Proxy Borrower Policy for more information.

How can I access research material quickly during this time period?

Some vendors are providing temporary open access to E-resources that are usually restricted. For example, this includes items that often have a user limit will now be accessible to multiple users at the same time. Vendors are offering different options that can be viewed on the Expanded Access Libguide.

What is HathiTrust and how do I use it?

HathiTrust is a digital warehouse for books, articles, and more. HathiTrust is offering a time-limited agreement with partner institutions, such as the University of Florida Libraries, to provide online reading access to materials that are currently unavailable for check-out in the UF library collections. This service is being referred to as Emergency Temporary Access Service (ETAS).

Under our agreement with HathiTrust, the UF Libraries have agreed to avoid circulating books that are available through ETAS. ETAS has been designed to respond to emergencies and when the emergency has ended, so too must the service. When searching the UF catalog, users may notice that some items have been tagged with “Avail. Online, See HathiTrust.” This tag denotes that the physical copy can be viewed in the library, but the physical copy cannot be checked out while ETAS is active.

Use the following instructions to learn how to access digital versions of items in HathiTrust: How to Use HathiTrust ETAS.


Distance Patron FAQ

I am unable to come to campus to use the collections in person. How can I order materials from the libraries?

After you create your ILLiad account (separate from your UF Library account), you will be able to request materials owned by the UF Libraries AND materials owned by other libraries worldwide. Make sure to add your mailing address to your ILLiad account since this is the only way we will be able to ship materials to you!

How should I fill in Status and Department in my ILLiad account?

For your status, choose “Distance” followed by “undergraduate, graduate, staff, or faculty”. When choosing a department, choose the one that most closely reflects your affiliation with the University (all of the IFAS extensions should be listed as “DISTANCE IFAS – location”).

What can I order via Interlibrary Loan as a distance patron?

As a distance patron, you can request both UF owned items (available in the catalog) and items not owned by UF.

How will my books get to me?

The Interlibrary Loan service will ship your items directly to your home address via UPS. This must be a street address; UPS cannot deliver to a P.O. Box or campus address. Please note that we cannot ship within Gainesville, or on campus, and it is up to you to provide a valid address.

If you move, please update your ILLiad account!

I am studying/researching outside of the U.S. Can I still get books and electronic copies?

We can supply you with scanned copies of articles and book chapters electronically, and can ship you books from the UF collections only. Due to the difficulty and risk of shipping to other countries, we cannot borrow an item from another library for you. If it’s a recently published book, and the UF Libraries don’t own it, we’ll try to buy a copy to lend to you.

What’s the difference between a book with a yellow band and a book with a blue band?

As a distance patron, you can request both UF owned items and items not owned by UF. Books with a yellow band belong to the UF Libraries; items with a blue band are borrowed from other libraries. Please DO NOT remove these bands! They have important information (such as the due date), and help us process the books efficiently.

A book I would like to request is checked out according to the UF catalog. Should I place an ILLiad request or a hold request?

Place a request in ILLiad and we will borrow it from another library for you. Please do not place a hold request. The hold request feature is for patrons who are on campus and can pick up the book in person from one of the circulation desks.

How do I renew the items in my possession?

If your item has a yellow band, renew it using your UF Library Account. Once you’ve logged in, look under “User Activity” and click “View Loans/Renewals.” Then click on the renew button for the items you need to renew.

If a book has a blue band, it has been loaned to you by another institution. These books must be renewed by logging into your ILLiad account. Under “View,” choose “Checked out Items,” and then click on the transaction number of the book you want to renew. You can usually renew the book ONCE, unless the blue band says “NO RENEWALS.”

It is your responsibility to monitor the due dates of all books you receive in both your UF Library and ILLiad accounts.

How do I return the books I receive?

Distance patrons are provided a courtesy UPS Return Shipping Label with your shipment. This label is pre-weighted and covers only the item(s) in the accompanying package. There will be a reference number near the bottom of the label – this corresponds to the request’s transaction number. Use this label to mail the book back to us at least 3 days before the due date on the book band.

Distance patrons at one of the various IFAS or County Research Centers in Florida should return the item(s) using your departmental mail services that route to the University of Florida main campus.

PLEASE NOTE: Return your items at least three days before the due date on the book band. The date listed is the day it’s due back in our office.

I am a distance patron, but I will be visiting UF’s campus. Can I pick up my items in person?

If you are planning to be on campus for a semester or longer, we recommend that you change your status in ILLiad to reflect your updated status (undergraduate, graduate, faculty, etc.) and address so that items are not mailed to an unoccupied residence. In this case, you will be able to pick up your items from Library West.

If you are planning to visit campus for only a few days, there is no need to change your status in ILLiad, and your items will continue to be shipped to your address on file.

What is HathiTrust and how do I use it?

HathiTrust is a digital warehouse for books, articles, and more. HathiTrust is offering a time-limited agreement with partner institutions, such as the University of Florida Libraries, to provide online reading access to materials that are currently unavailable for check-out in the UF library collections. This service is being referred to as Emergency Temporary Access Service (ETAS).

Under our agreement with HathiTrust, the UF Libraries have agreed to avoid circulating books that are available through ETAS. ETAS has been designed to respond to emergencies and when the emergency has ended, so too must the service. When searching the UF catalog, users may notice that some items have been tagged with “Avail. Online, See HathiTrust.” This tag denotes that the physical copy can be viewed in the library, but the physical copy cannot be checked out while ETAS is active.

Use the following instructions to learn how to access digital versions of items in HathiTrust: How to Use HathiTrust ETAS.


UBorrow FAQ

Who can use UBorrow?

Eligible: Faculty, staff and students who are currently employed or enrolled at UF and located on-campus.

Ineligible: Any distance staff or distance students cannot use UBorrow since items are required to be picked up on-campus.

What can be borrowed?

Books that are not on reserve or labeled as reference material can be borrowed, however each library determines what items can be borrowed and some are more lenient than others. If the item is currently available at UF, you will be blocked from ordering it from another library. Journal volumes and eBooks cannot be ordered using UBorrow.

How do I order a book through UBorrow?

Please see the Step by Step Instructions or visit the UBorrow page.

How long will it take?

It usually takes an average of 5 business days for UBorrow books to arrive. However, due to the pandemic, we are following CDC guidelines to quarantine materials, and it may take a bit longer than usual. We appreciate your patience!

Can you ship my requested UBorrow items to my address?

Unfortunately, no. Items requested via UBorrow must be picked up in person at one of the Libraries’ circulation desks. However, if you can’t visit campus, live outside of Gainesville, FL and wish to receive loans via mail, please submit your request using ILLiad.

Can someone else pick up my UBorrow book for me?

Please see the Proxy Borrower Policy for more information.

How long can I keep a UBorrow book?

The checkout period for a UBorrow item is 60 days. You can usually get a renewal for an additional 30 days (unless another patron has requested it). Log in to your UF Library account to renew your UBorrow items.

Where should I return a UBorrow book?

UBorrow items should be returned to the circulation desk where you picked up the item.
PLEASE NOTE: UBorrow items should NOT be returned using any of the book drops!

What happens if I lose a UBorrow book?

You will be charged the replacement cost plus processing fees, the same as if you’d lost a book owned by the UF libraries. For more information, see the Item Replacement Policy.

What happens if the book I want isn’t available?

If other libraries in Florida cannot provide the material, you’ll receive an email letting you know that UBorrow the item cannot be provided. You can either submit the request again at a later date, or you can place a new request using your ILLiad account. This option allows ILL staff to search for the item outside of Florida.

I am a distance patron. Can I order a book through UBorrow?

No. Since UBorrow items must be picked up (and checked out) from the UF circulation desk, distance patrons cannot use this system. Instead, use ILLiad to order the materials you need. See our Services for Distance Patrons page or our Distance FAQ for more information.