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.
- 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).
- The borrowing library must be responsible for: verification
of the request, checking local resources first, record keeping, and
assuring return of the item.
- The lending library must be responsible for: promptly
acknowledging receipt of the request, and keeping records.
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.
- An ILL item can potentially include any library
material in any format (book, tape, photocopy) that a library owns.
- Lending library policies on the availability of
its materials will be respected.
- Restrictions on the ILL service should be only those
imposed by the borrowing and/or lending library.
- Each institution's interlibrary loan service should
support it's own users with finding tools (union lists, etc.)
- There will be no charge between libraries for ordinary
- The lending institution's fees/policies for RUSH
requests will be honored.
- Items must be mailed to the lending institution
on or before the date due.
- Items will be determined lost by the lending library.
- 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.
- Restrictions and/or policies of the library regarding
visitors (appointments, open hours, etc.) will be honored.
- The referring library will support its users with
appropriate information re: collections, hours, addresses, policies
of the NCCPL member libraries.
- Visitors must be prepared to present an institutional
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.
Policies of the participating libraries will be
Restrictions on the direct borrowing service should
be only those imposed by the home and/or lending library.
Visitors must present NCCPL identification.
The home library is responsible for lost, damaged
and overdue materials borrowed via direct loan from another member
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
- 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).
- Upon request by a patron, staff at the home institution
will verify eligibility and issue an NCCPL ID direct borrowing pass.
- 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
- NCCPL ID direct borrowing pass will be distributed
to each participating NCCPL library. These cards will then be identified
by issuing library.
- Staff of each library will store the cards and will
maintain a log, recording the distribution of ID cards to their patrons.
- 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.
- Staff may elect to require return of the card after
expiration for statistical purposes.
- 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
- Visitors may be asked to identify themselves upon
- 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.
- 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.
- Staff may flag the circ records for items loaned for
non-renewal, if necessary.
- 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.
- 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.
- 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.
- If the item is not retrieved from the patron, the
lending library will bill the home library for costs of the item.