Services for Distance Patrons

The University of Florida George A. Smathers Libraries support the academic needs of Distance Patrons through the free Document Delivery and Interlibrary Loan distance services. These services ship library resources to eligible UF affiliates* such as remote students. Expectations and limitations are outlined below.

*To see ILL eligibility by affiliation, visit the Check-Out Guidelines and Privileges page.

Distance Patrons

Distance Patrons is a category designated by the Interlibrary Loan office for distance learners that reside outside of Gainesville, Florida. Distance Patrons may include distance learners and other physically distant UF affiliates. Please visit the Check-Out Guidelines and Privileges page to see eligibility by affiliation.

Managing Account Information

New Users: 

While creating your account, please make sure your Status is set to the appropriate Distance role (e.g. Distance Graduate). A current mailing address is required for all Distance Patrons. Addresses with PO Boxes are not eligible for Distance Patron services; a valid street address is required. 

As a new Distance Patron please note your Interlibrary Loan account does not automatically sync with your University of Florida GatorLink information. All Interlibrary Loan account information is entered manually and updated independently. 

Temporary Distance Patrons: 

Temporary Distance Patrons are patrons that are currently enrolled and/or employed at UF but are temporarily relocating outside of Gainesville for 6 or more weeks. If you are relocating for less than 6 weeks please reach out to the Interlibrary Loan Office. 

To review and/or update your account information, select Change User Information under the Tools heading on the left-hand side of your Interlibrary Loan Account. Change your Status to the appropriate Distance role (e.g. Distance Graduate), and include an up-to-date mailing address. 

Please know that your Interlibrary Loan account does not automatically sync with your University of Florida GatorLink information. You will need to manually input any updated information, such as your name, email, phone number, etc, in your Interlibrary Loan account. 
Once you are relocated back in Gainesville please make sure your Status in your Interlibrary Loan is set back to the previous role.

Returning Users: 

All Interlibrary Loan account information is entered manually and updated independently. Shipping address and Interlibrary Loan user information should be reviewed for accuracy each term. To review and/or update your account information, select Change User Information under the Tools heading on the left-hand side of your Interlibrary Loan Account. 

Document Delivery

Document Delivery is a loan fulfillment service provided within Interlibrary Loan using the University of Florida physical collections. Document Delivery loan requests are submitted through your Interlibrary Loan Account.

Although Document Delivery requests are submitted from your Interlibrary Loan Account, they are checked out to your University of Florida Library Account. These loans are subject to George A. Smathers Libraries’ Borrowing Policies. UF-owned materials can be shipped internationally to Distance Patrons.

Loan requests are shipped from the main campus within 3-6 business days using UPS. Loan requests are shipped with a return label and its accompanying paperwork (yellow band on book). The return shipping label is usually placed on the inside of the front cover of the book. If you cannot find the shipping label, please contact us.

If a Document Delivery request is unable to be filled through University of Florida collections, requests transition into an Interlibrary Loan Borrowing request.

How to Request a Document Delivery Loan

A Document Delivery Loan request allows Distance Patrons to request physical materials from the UF collections. To request a physical item, create an Interlibrary Loan Account and set your status to Distance. Make sure to provide a shipping address (PO Boxes are not accepted). For detailed instructions on creating Loan requests, please refer to the How-to Guide for ILLiad.

How to Renew a Document Delivery Loan

Document Delivery physical items can be renewed through your UF Library Account. You can also renew your UF-owned items by contacting any UF Library circulation desk.

The following items cannot be renewed:

• Items checked out by another borrower
• Items with a hold for another borrower (If the item has been recalled, the item must be sent back with in 7 days)
• An overdue item on your Library Account

An overdue item on your Library Account will prevent renewal online. For more information on overdue items and other borrowing guidelines and regulations please check the Borrowing Policies page.

How to Return a Document Delivery Loan

A courtesy UPS return shipping label is provided in each shipment. This label covers only the item(s) in the accompanying package. The shipping Reference Number (REF), at the bottom of the label, contains the Library request Transaction Number (TN). Please make sure the TN on the label matches the TN on the book band for tracking purposes. 

There should be one label per item or per multi-volume set (ex. vol 1, vol 2, so on). Please make sure all relevant documentation match and are placed with the corresponding item. The shipping label has the item’s exact weight, tracking number, and other information so it is important that they match. Use this label to mail the book back to campus at least 3 days before the due date. The date listed is the day it’s due back to the Libraries. Please keep confirmation of item drop off in case it gets lost in transit.

For more information on overdue items, replacement, and recall policies please visit the Borrowing Policies Page.

For more shipping-related questions, visit our Safe Packing and Shipping page.

Interlibrary Loan

Distance patrons can use their Interlibrary Loan Account to request loans and short scans of books, journals, microfilm, DVDs, and CDs from other institutions.

Interlibrary Loan items are not eligible to be shipped internationally, however, we can ship UF-owned materials to international patrons. Please see the section above on Document Delivery services for ordering UF-owned material.

Loan requests are shipped from the main campus and should be delivered to you within a week. Once the item has been processed, you will receive an email with tracking information from UPS. Loan requests are shipped with a return label and its accompanying paperwork (blue band on book). The return shipping label is usually placed on the inside of the front cover of the book. If you cannot find the shipping label, please contact us.

First-time users will need to create an ILL account.

Renew an Interlibrary Loan Item

Loan periods and the option to renew are granted at the discretion of the lending institution. Most items can be renewed a single time. If the lending institution has specified “No Renewals,” it will be printed on the blue band. Renewal requests must be submitted before the items original due date.

Follow these steps to renew your item:

1. Log into your Interlibrary Loan Account.
2. Click the “Checked Out Items” link on the left-hand side of the screen.
3. Click on the Transaction Number you want to renew.
4. On the next screen, click “Renew Request” in red above the Transaction Information.
5. Once the Lending institution has approved a renewal an email will be sent with the new due date.
6. The new due date will be reflected in your account. Best practice would be to write the new due date on the blue band.

The system will not allow renewals if the item is overdue, designated by the lending institution as non-renewable, or the request has reached the renewal limit. The lending institution has the discretion to deny a renewal request.

Return an Interlibrary Loan Item

A courtesy UPS return shipping label is provided in each shipment. This label covers only the item(s) in the accompanying package. The shipping Reference Number (REF), at the bottom of the label, contains the Library request Transaction Number (TN). Please make sure the TN on the label matches the TN on the book band for tracking purposes. 

There should be one label per item or per multi-volume set (ex. vol 1, vol 2, so on). Please make sure all relevant documentation match and are placed with the corresponding item. The shipping label has the item’s exact weight, tracking number, and other information so it is important that they match. Use this label to mail the book back to campus at least 3 days before the due date. The date listed is the day it’s due back to the Libraries. Please keep confirmation of item drop off in case it gets lost in transit.

For more information on overdue items, replacement, and recall policies please visit the Borrowing Policies Page.For more shipping-related questions, visit our Safe Packing and Shipping page.

Document Delivery and Interlibrary Loan Book Band Examples

UF items

Document Delivery Book Band

Non-uf items

Interlibrary Loan Book Band