Scientific Information Service

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ILL-DD Service FAQ

Contact us if you

  • want more information about the Interlibrary Loan Service
  • have urgent requests (when you need something within 6-48 hours)
  • have requests for documents which may be difficult to get
  • have a large number of requests

you can contact the Service on tel. no. 72684, or at the Library enquiry desk in bldg. 52-1-052, or at external.loans@cern.ch

  1. Who can use our ILL-DD service?
  2. What are the service working hours?
  3. Where is the ILL office?
  4. How much does it cost to use ILL's services?
  5. What items can I request through ILL?
  6. What happens if I need an item urgently?
  7. How many items can I request at one time?
  8. How will I know if my requests have been received by the ILL office?
  9. How long does it take for an ILL request to be satisfied?
  10. How do I know when my items have arrived?
  11. Can I extend the loan period?
  12. How do I get the items ordered for me through ILL once they have arrived?
  13. How long can I keep the document?
  14. What happens if I forget to return the document?
  15. How can I return the document?

    1.Who can use ILL-DD service?

    This Service is limited to anyone working at CERN. Ideally, you should be on the CERN site for the next 4 weeks.Please fill in the "Not needed after (date)" box in the REQUEST FORMS, and staff will contact you if there is a problem. Please note; items not related to CERN activities cannot be ordered.

    2.What are the service working hours?

    The ILL-DD service staff can be contacted by phone (72684) or email (external.loans@cern.ch) from 9.00am-5.00pm from Monday to Friday. Outside these hours, please go to the main Library desk (Building 52). There the enquiry desk staff can help you. The enquiry desk is staffed between 8.30am-19.00pm from Monday to Friday.

    3.Where is the ILL office?

    The office is in the Central library in Building 52, 1-052.

    4.How much does it cost to use ILL's services?

    The costs for the ILL service is covered by the Library provided that the requested material is available for loan from other libraries. If this is not the case, and the client still is interested, the service will try to obtain the material from commercial sources and ask to have its fees reimbursed via the requestors budget.

    Some theses can not be obtained as an interlibrary loan. Cost must be covered by users.

    Items not related to CERN activities cannot be ordered.

    5.What items can I request through ILL?

    You can order any type of document from our Service, but please remember that items not related to CERN activities cannot be ordered. Please note that some materials are more difficult to get than others (eg unpublished reports,thesis and preprints). This may mean that delivery time is slightly longer than usual. The interlibrary loan staff will inform you if this is the case with your document(s). Rarely, we have a document that we cannot trace. However, we do extensive and exhaustive searches before cancelling any request.

    6.What happens if I need an item urgently?

    If you have an urgent request please contact the interlibrary loan staff. Very urgent requests for photocopies may be satisfied in a few hours by fax. You must contact the interlibrary loan staff personally if you require this service. Books cannot be delivered in the same day as they are requested; the quickest delivery time you can expect is 1-3 days (depending on supplier).

    7.How many items can I request at one time?

    You can submit as many requests as you like at one time. However, since a high number of requests slows down delivery from the external providers, up to 5 requests a day are processed for each reader.

    8.How will I know if my requests have been received by the ILL office?

    Once you have completed a request form for a document, you 'SUBMIT' it, and you will receive a window confirmation. Also, on the form you have the option to have a copy of the request sent to your email account. In this way, you have a record of when and what you requested from us.

    9.How long does it take for an ILL request to be satisfied?

    Most items arrive within 1-5 days of ordering. However, please allow 10 working days before querying the status of your request.Do not request books for loan if you will be absent from CERN during the next 4 weeks: failure to pick up the requested books may cause your suspension from the service. At the time of requesting, please give as much information as possible, as this saves searching time.

    10.How do I know when my items have arrived?

    Once the office has received your documents we send you an email. We wait for 2-3 days, then send a reminder email. At this stage, we also will send out a paper mail reminder, just in case your email is not working. We usually wait for 3 weeks before returning the book to the library.

    11.Can I extend the loan period?

    In principle, renewals are not allowed. If an extension is REALLY necessary, you have to ask at least 3 days before the due date. Be prepared to return the material AT ONCE if the lender refuses to extend. The allowance of extensions depends on the supplier.

    12.How do I get the items ordered for me through ILL once they have arrived?

    In the email you receive alerting you to the arrival of your document, we give you a choice of delivery options. 1) You can personally pick up the document from our office, or, 2) We will send the document to you through the internal mail system. All you need to do is reply to the email, telling us which option you choose.

    13.How long can I keep the document?

    The usual loan period is 3-4 weeks, depending on supplier. Please see FAQ section on loan extentions (question 11) for rules on renewals.

    14.What happens if I forget to return the document?

    At the date we have set for the documents return, the interlibrary loan staff send out a 'RECALL' email to you. If you do not return the book within 2-3 days, we send a second email reminder. Also at this stage, we send a paper reminder to your office, just in case your email is not working. If you do not return the document within 10 working days, there is a chance you will be suspended from using our service for a period of time. Therefore, it is in your best interests to return all documents on time!

    15.How can I return the document?

    There are 3 options.
    i) You can return it directly to our office by hand.
    ii)You can return the document in the internal mail (address to: PRET EXTERIEUR/BIBLIOTHEQUE). Please allow 2 days for it to arrive at our office.
    iii) If you are returning it by hand, and there is noone in the office, you can go to the Central Library, and give it to the member of staff at the enquiry desk. If you go between 19.00pm-8.30am (when the enquiry desk is NOT staffed), please deposit the book in the big red document box, which is positioned so you see it to your left as you walk into the library.