Interlibrary Services (ILL) Frequently Asked Questions

UH Manoa faculty, students (including distance education), staff, and affiliates are eligible to use this service.

Any material (book loan or photocopy, such as a journal articles not in the UH Manoa Libraries may be requested. Libraries owning the material govern lending policies and restrictions, but UH Manoa ILL normally provides two week loans, with one renewal.

Many libraries do not loan reference books, journals (unless on microfilm), media (audiovisual, digital format, etc.), genealogical materials, archival papers, but there are always exceptions. Many libraries also do not loan dissertations and/or theses. However, digital copies of dissertations from 1997 on may be downloaded for free from Digital Dissertations - Dissertation Abstracts. Unbound paper copies of pre-1997 dissertations may be purchased through Interlibrary Services from Dissertations Express for $28.50, our negotiated rate. If there is a problem obtaining the material you have requested, the Interlibrary Loan staff will contact you.

How many requests can I make? Although we do not limit the number of requests allowed per user, there may be restrictions on multiple article requests published within the last five years from the same journal title or more than one article from a single issue in any given year. According to copyright law, the library must pay royalties due to the publisher for each article in excess of that, and if these royalties are too expensive, then your requests may be cancelled.

Make sure that you have confirmed the material is not available at UH Manoa Library before submitting a request. Login to the ILL Requests web page at https://illiad.manoa.hawaii.edu/login

• If the materials are held at another UH System library, request them using the Voyager Request feature and the IntraSystem Loan form (for instructions, see IntraSystem Loan Guidelines).
• If you are a UH Manoa faculty, staff, or student NOT residing on the island of Oahu and are currently teaching for or enrolled in courses at UH Manoa, you may request materials at UHM Library by using the Voyager Request feature and the IntraSystem Loan form (for instructions, see IntraSystem Loan Guidelines). Be sure to select the appropriate pick up location or include your mailing address.
• For dissertations and/or theses, request a loan and specify in the "Comments" section whether you want to "Purchase" or "Borrow" the dissertation.

Delivery time depends on the availability of the material, the nature of the material, and the delivery method used by the supplying library. Materials that are not widely owned by other libraries require more time to process. Air mail or other premium delivery service is always requested for loans, but is not always possible. For photocopies, most libraries now use electronic methods to deliver to us. For all requests, MAKE SURE TO INDICATE ON THE REQUEST FORM THE "Not Wanted After Date".

• Loans and photocopy requests are provided at no charge.
  Requesters funded by potential grants: please help the library by budgeting ILL needs into your grant proposal.
• Dissertations purchased from Dissertations Express are $28.50 each.

Our ILL service provides you with up-to-date information on the status of your requests. What you see in you Pending Requests listing are the statuses assigned by our ILL management software. Here are the most commonly seen statuses and what they mean:

• Awaiting ALA Processing
  Your request cannot be sent for fulfillment via ILL's customary channels or electronically. ILL will send a special request, called an ALA Request (American Library Association) and sent mail to a potential lender.
• Awaiting Customer Contact
  Your requested loan has arrived and has been processed by the ILL staff, but you have not yet been informed that the item has arrived.
• Awaiting Denied Renewal Processing
  The lender has replied to our request for a renewal "no". It is currently awaiting return or recall from the you by the ILL staff so that we can return it to the lender.
• Awaiting Post Receipt Processing
  Your requested loan has arrived, but has not yet been processed (checked out, book band generated, etc.) by the ILL staff.
• Awaiting Recalled Processing
  The lender has notified ILL that a book checked out to you has been recalled. It is currently awaiting recall from you by the ILL staff and return processing.
• Awaiting Request Processing
  Your request has been received by ILL. It is now ready to be requested from potential lenders by ILL staff.
• Awaiting Unfilled/Conditional Processing
  A potential lender or lenders have notified ILL that they cannot fill your request (Unfilled) or they are requesting that we provide additional information, promise to pay, or promise to conditions (Conditional). It is currently awaiting a decision by the ILL staff as to how next to proceed.
• Cancelled By Customer
  You have cancelled this request and no longer require the item.
• Cancelled By ILL Staff
  Your request has been cancelled by the ILL staff and you have been notified of the cancellation.
• Checked Out to Customer
  Your loan has arrived, has been processed by the ILL staff, and has been checked out to you.
• Checking Shelves
  A search of Hawaii Voyager and/or UH Manoa Library's Electronic Resources has resulted in the possibility that a requested item is available at UHM Libraries. ILL staff will determine if the requested is indeed available by checking the shelves.
• Customer Notified via E-Mail
  You have been notified that your loan is available for pick up.
• Delivered to Web
  Your requested photocopy has been posted to the web for viewing/printing.
• In Print Queue
  Your requested loan has arrived and has been partially processed by the ILL staff. It is currently awaiting the printing of its book band.
• Incorrect Item Received and Returned
  Your loan was received by the lender, but it does not match the item that was requested. It has been returned to the lender and the original item will be re-requested.
• Received Partial/Incorrect Item
  Your requested item was received, but it does not match the item that was requested or is incomplete. The ILL staff will determine the quickest means to correct this.
• Request Sent
  Your requested item has been sent to potential lenders for fulfillment.

From time to time we purge older records. Our policy is to keep requests online for several years order to comply with record keeping requirements of the copyright law.

When ILL requests for photocopies (journal articles or book chapters, for example) are received by a supplier, ILL staff "posts" them electronically in PDF format to the web.

Mostly. If our supplier does not not send us the document electronically, we may not necessarily deliver it that way. We may also occasionally experience technical difficulties that prevent us from using the system. In either case, you will be notified that your document(s) have been posted or are ready for pick up at the Hamilton Library Business Office. Please call (808) 956-7103 for a recorded message providing Business Office hours.

For viewing, no. For printing, whatever your paper costs you. In Hamilton Library, there is a 7 cent per page printing fee when you have purchased a debit card.

PDF documents can be viewed using an up-to-date Internet browser such as Netscape or Internet Explorer with the Adobe® Acrobat® Reader® plug-in. If you do not already have Adobe® Acrobat® Reader® installed on your computer,

 Get it here
There is also a link on your Electronic Documents web page.

Your Electronic Documents remain on the web for thirty days from the date you are notified of their availability.

Email us at libill@hawaii.edu and we will attempt to retrieve it for you.

Yes. Your login for ILL provides you with electronic delivery services.

The Active Server Pages technology that we use to provide live reporting for the web sends a Session ID to be stored on your machine. You can refuse this cookie and still be able to use the ILL web pages without any problems.

Your privacy and computer security is important to us. We minimize the potential for problems by timing out your connection frequently.

• Call the Interlibrary Loan Office at (808) 956-8568
• Send an email message to libill@hawaii.edu.
• Other libraries, please see http://libweb.hawaii.edu/libdept/access/lendinfo.htm