Resource Sharing Policy


NCCPL Resource Sharing Policy

adopted 4/25/95 effective 10/1/95


The resource sharing program addresses the needs of patrons of NCCPL member libraries to access resources unavailable in their own institutions. However, the resource sharing program is not to be regarded as an alternative to collection development or budget allocation in member libraries, and patron visits/borrowing are not to be used on a regular basis in lieu of resources at the patron's institution. Also, it is understood that the primary clientele of each member library will have priority for services and materials.

Each library member of the NCCPL will determine what it can share and how access can be provided. There are three primary methods of access: Interlibrary loan/document delivery; patron referral for on-site services; direct loan.


  1. All member libraries of the NCCPL participate within the limits of their own resources and policies. The participants agree to provide as well as use the ILL and other access services, and agree not to charge member libraries for ILL (or access services).
  2. The borrowing library must be responsible for: verification of the request, checking local resources first, record keeping, and assuring return of the item.
  3. The lending library must be responsible for: promptly acknowledging receipt of the request, and keeping records.

I.   Interlibrary loan/document delivery


    Interlibrary loan is a transaction in which, on request, one library lends an item from its collection, or furnishes a copy of the item, to another library.

    1. An ILL item can potentially include any library material in any format (book, tape, photocopy) that a library owns.

    2. Lending library policies on the availability of its materials will be respected.

    3. Restrictions on the ILL service should be only those imposed by the borrowing and/or lending library.

    4. Each institution's interlibrary loan service should support it's own users with finding tools (union lists, etc.)

    5. There will be no charge between libraries for ordinary ILL.

    6. The lending institution's fees/policies for RUSH requests will be honored.

    7. Items must be mailed to the lending institution on or before the date due.

    8. Items will be determined lost by the lending library.

    9. The borrowing library assumes all responsibility for lost or damaged materials.



II.   Patron Referral and On-Site Services


    Patrons may have on-site use privileges at NCCPL member libraries in order to access resources unique to the visited library.


    1. Restrictions and/or policies of the library regarding visitors (appointments, open hours, etc.) will be honored.

    2. The referring library will support its users with appropriate information re: collections, hours, addresses, policies of the NCCPL member libraries.

    3. Visitors must be prepared to present an institutional identification card.

III.   Direct Loan


    A direct loan program among the NCCPL member libraries allows the patrons of any one member library to have direct borrowing privileges at the other institutions.


    1. Policies of the participating libraries will be honored.

    2. Restrictions on the direct borrowing service should be only those imposed by the home and/or lending library.

    3. Visitors must present NCCPL identification.

    4. The home library is responsible for lost, damaged and overdue materials borrowed via direct loan from another member library.

    5. The NCCPL may establish guidelines for maximum number of direct loan patrons per week and number of items borrowed by any patron per visit.





Procedures for implementing
NCCPL Resource Sharing Policy



Procedures for Referring patrons to NCCPL Libraries


  1. A handout on the NCCPL libraries will be made available to patrons. This handout will give the following information: institution name, address, phone number, Librarian/staff contact name, open hours, collection strengths. It should also indicate any restrictions on access or availability of materials (e.g., appointments required).

  2. Upon request by a patron, staff at the home institution will verify eligibility and issue an NCCPL ID direct borrowing pass.

  3. It is the patron's responsibility to make any required appointment for on-site visits, and to identify themselves upon arrival to staff of the visited library.

Procedures and Recordkeeping for Issuing NCCPL ID cards


  1. NCCPL ID direct borrowing pass will be distributed to each participating NCCPL library. These cards will then be identified by issuing library.

  2. Staff of each library will store the cards and will maintain a log, recording the distribution of ID cards to their patrons.

  3. When a patron requests an ID card, the home institution's staff will determine that the patron is enrolled or teaching and in good standing with the library and will record the patron name, date issued, and expiration date.

  4. Staff may elect to require return of the card after expiration for statistical purposes.

  5. The expiration date will bedetermined by the home library (for a period not to exceed the current period of eligibility).

Procedures for On-site Visits and Direct Borrowing


  1. Visitors may be asked to identify themselves upon arrival.

  2. Visitors may check out non-restricted materials (as identified by the lending library) upon identifying themselves and presenting both an NCCPL ID pass and personal ID.

  3. Staff may record the visitor's name, home institution, proof of NCCPL ID pass for their circulation records. They may also record information from the personal id.

  4. Staff may flag the circ records for items loaned for non-renewal, if necessary.

  5. Staff will inform patron of policies re: limits on number of items checked out, renewals policies and procedures, due date and ask that books be returned to the lending library.

Overdue Procedure


  1. If a loaned item is not returned on time, and patron does not respond to the usual overdue notice, staff of the lending library will send the overdue notice to the patron's home institution library, indicating patron, item loaned, date due.

  2. Staff at the patron's library will verify that the patron used the ID card and take steps to assure the materials are return to the home institution.

  3. If the item is not retrieved from the patron, the lending library will bill the home library for costs of the item.




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