FAQ

Course Reserves and Interlibrary Loan Services

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?

  • Personal copies of materials for hard copy reserve
  • Library-owned items (books, DVDs, etc.) for hard copy reserve
  • Journal articles for electronic reserve
  • Book chapters/excerpts for electronic reserve
  • E-books for electronic reserve
  • Video/streaming video

What is Controlled Digital Lending and how to I use it?

For fully online classes, if no ebook is available or the scanning request cannot be provided due to copyright restrictions, we have an alternate option. Controlled Digital Lending (CDL) is the digital equivalent of traditional library lending whereby we can digitize an item owned by the UF Libraries and lend it out as a secured digital version. The digital file cannot be printed, copied or redistributed to comply with fair use guidelines. (Similar to use as a single user e-book). If you have questions about this option, please contact the Course Reserves unit at 352-273-2520 or email us at eres@uflib.ufl.edu. Digitization of videos for fully online classes is also an option; contact the Course Reserves unit for more information.

Can I place a personal copy of an item on Reserve?

Yes, the item is processed and placed in the Course Reserves area behind the designated library circulation desk requested by the instructor. A Gator 1 ID is required to check out items. The library is not responsible for any damages to or theft of personal items placed on reserves. At the end of the semester, items are removed from Course Reserves, and instructors may pick up the items at the circulation desk of the processing library. After three weeks into the following semester, the Course Reserves units will send the items back to the instructor’s department via campus mail, for distribution to the instructor by the department.

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.

How long can patrons check out materials on Course Reserves?

There are several categories of checkout times for books or media in Course Reserves.

2 Hours: Materials are checked out for two hours and cannot be taken out of the library. Fines for overdue materials are accrued on a per hour basis.

2 Hour/Overnight*: Materials can be checked out for two hours and cannot be taken out of the library. If a student wishes to check the material out for overnight use, it may leave the library; however, the student must check out the materials in the last two hours of library operation for that day, and the checked out material must be returned within the first two hours of library operation the next day. Fines for overdue course reserves materials are accrued on a per hour basis.

24 Hours: Materials with this designation can leave the library and are due back 24 hours from the time of checkout. Fines for overdue materials are accrued on a per hour basis.

3 Day: Materials can be checked out of the library for 3 days. Fines for overdue materials are accrued on a per day basis.

7 Day: Materials can be checked out of the library for 7 days. Fines for overdue materials are accrued on a per day basis.

*This does not apply to libraries open 24 hours.

Can students in my class be permitted to check out material longer than the assigned loan period?

Yes. Please contact the Course Reserves unit for more information. It is recommended that instructors give the Course Reserves unit 24-hours notice in this situation, so we can be certain that another instructor does not need the material for in-class use.

I want to check out a DVD (or other material) currently on Course Reserves to use in my class. Can this material be held for me?

Yes. If you have a DVD or other item on reserves for your course and need it for in-class use, please contact the Course Reserves unit 24-48 hours before your class. We will put a hold on the item so that it does not circulate, and it will be available for class use. If another instructor has a DVD on course reserves and you need it for course use, please notify the Course Reserves unit. We will contact the instructor that has the item on reserves and ask for permission from that instructor to let the material circulate for class use.

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.

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

How do I access an item my instructor has on Course Reserves?

Items can be accessed either through (1) one of the circulation desks for hard copy items or (2) accessed electronically through the Ares Course Reserves system. For hard copy books and textbooks, please have your course number and instructor’s name available for the circulation staff to locate the materials.

To access electronic Course Reserve materials, 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 the Course Reserves For Students page.

Where do I find the materials on Course Reserves?

Hard copy items such as books and DVDs can be checked out from the circulation desk at one of the branch libraries. Electronic items will be available via your Ares account upon log in.

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 the Chrome or FireFox internet browser.

How long can I check out materials on Course Reserves?

There are several categories of checkout times for books or media in Course Reserves.

2 Hours: Materials are checked out for two hours and cannot be taken out of the library. Fines for overdue materials are accrued on a per hour basis.

2 Hour/Overnight*: Materials can be checked out for two hours and cannot be taken out of the library. If a student wishes to check the material out for overnight use, it may leave the library; however, the student must check out the materials in the last two hours of library operation for that day, and the checked out material must be returned within the first two hours of library operation the next day. Fines for overdue course reserves materials are accrued on a per hour basis.

24 Hours: Materials with this designation can leave the library and are due back 24 hours from the time of checkout. Fines for overdue materials are accrued on a per hour basis.

3 Day: Materials can be checked out of the library for 3 days. Fines for overdue materials are accrued on a per day basis.

7 Day: Materials can be checked out of the library for 7 days. Fines for overdue materials are accrued on a per day basis.

*This does not apply to libraries open 24 hours.

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?

Yes, hard copy Course Reserves items are available for loan at one of the library circulation desks. Have your course number and instructor’s name available for the circulation staff to locate the materials.

Interlibrary Loan FAQ

What’s the difference between ILL and ILLiad?

Interlibrary Loan (ILL) is a service provided to actively enrolled students, researchers, and employees at the University of Florida. It’s 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 the UF Libraries; please see the Distance FAQ.

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 anytime soon. 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. Make sure to change your status in ILLiad to “Distance” and include a current shipping address.

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 or 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, AND include a shipping address (no P.O. Boxes).
  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.

How much 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?

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:

  • Return items at the Library West or HSCL circulation desk in person
  • 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.

Follow the Safe Packing and Shipping Guidelines to return the materials.

UBorrow books may be returned to the branch library circulation desk 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 Gator 1 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 email, physical address, and phone number when setting up your account.

What if I forget my password?

Reset your password by choosing one of the following options:

  • Click on the “Forgot Password” link on the ILLiad login page. You will receive an email that your password has been reset.
  • Call the Interlibrary Loan Office (352) 273-2535.
  • Email the Interlibrary Loan Office illoan@uflib.ufl.edu with your first and last name, and your 8-digit UFID.

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?

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.

Distance Patron FAQ

I am unable to come to campus. 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?

In ILLiad, select “Change User Information” under “Tools.” 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 by logging in to My Library Card or by contacting any UF Libraries circulation desk. Items requested by another borrower and overdue items cannot be renewed via My Library Card.

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 or the Health Science Center Library.

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. You will not be able to pick up your items during your brief campus visit.

UBorrow FAQ

Who can use UBorrow?

Eligible: Faculty, staff, and students who are currently employed or enrolled at UF and can pick up items on-campus.

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

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.

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?

Yes. 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 books may be returned to the branch library circulation desk where you picked up the item or via any of the methods listed below.

  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.

Follow the Safe Packing and Shipping Guidelines to return the materials.

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 the UBorrow book 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 from the UF circulation desk, distance patrons cannot use this service. Instead, use ILLiad to order the materials you need. See our Services for Distance Patrons page or our Distance FAQ for more information.