Interlibrary Loan Policy

An Interlibrary Loan (ILL) is borrowing of library materials between libraries.
We are connected to a national network of libraries whose holdings are attached to over 45 million records.
ILL is available to all eligible library users.


Items Which May Be Borrowed

Materials that Ahrens Memorial Library does not have in it's inventory.  Materials in general circulating collections and photocopies of specific journal articles are usually available through interlibrary loan.


Items Which Cannot Be Borrowed

Conditions for lending are set by the ILL Code of the American Library Association and by individual libraries. As a result, some materials cannot be obtained.

Software, materials in high demand at the lending library, items with circulation limitations, new books (within the past 6 months), and unique materials that would be difficult to replace are usually unobtainable. Reference books; bulky or fragile items that are difficult or expensive to ship; genealogical materials; study guides; and doctoral dissertations are not usually lent. Entire issues of recent journals are not available due to copyright restrictions.

ILL is not a substitute for purchasing your own textbook for a course you are taking. We will not ILL textbooks used for courses offered through the Holloman Education Center.

If a request is received from a patron and it is determined that the item can be obtained at the Alamogordo Public Library, the patron will be notified.

We will not use ILL for library materials we already own. The only exception that may be made is if the material is over 3 months past due and presumed lost. We will try to borrow any item you need. However, we have no control over whether or not we can get your request through ILL.


Unfilled Requests

Any unfilled requests will be returned with an indication of why they could not be filled. Reasons for unfilled requests vary. Examples include periodical or volume not owned, item not located, or article not found as cited by the lending library.


Time Frame and Notification

A minimum of 7-14 days should be allowed to fill requests. This time frame assumes that a library can be located immediately, which will fill the request promptly. While ILL requests are usually sent electronically, materials are generally sent by library rate through the mail. Materials that are difficult to locate or which are incompletely or inaccurately cited often require more time. Patrons should note questions, problems, or urgent deadlines on the request form or discuss them with the Reference Librarian. Once a request has been dispatched, we have no control over how quickly it is handled; response time depends on each library. Many interlibrary loan offices are closed or do not mail library materials around the holidays.

Once the material arrives, you will be notified via telephone or email of its arrival and you will need to pick it up as soon as possible. The lending period of the material is established by the lending library. To ensure a good relationship with the lending library, items must be returned on time.


Book Limit

You may request five books at one time. But remember all the books may arrive at the same time, and you will need to be able to comply with the due date set by the lending library.


Cost of an ILL

There is no charge if material is available locally or from a participating library. Some libraries assess an ILL fee and/or a per-page cost for copies of periodical articles. However, the Holloman Air Force Base Library avoids costly requests whenever possible.


How to Request an ILL

Fill out an ILL request form through the library. It is important to either print legibly or give the library a print copy for your source. For books you may use a printout from an online vendor or other source in lieu of filling out the interlibrary loan request form. For periodicals we will accept printouts from our databases (this is the best for accuracy) or the interlibrary loan request form. Your name, phone number and complete article citation must be on each request as the requests may become separated from one another when they are processed for interlibrary loan. We will also accept email and telephone requests for books. Please feel free to ask for assistance from any library staff member.


Loan Period

The lending library sets loan terms. You can expect to keep materials for one to two weeks from the date we receive them. Loans must be returned promptly to ensure we maintain good relations with lending libraries. Promptly returning your interlibrary loan will ensure others receive interlibrary loans in the future. Failure to promptly return interlibrary loans could result in loss of interlibrary loan privileges for up to three months.


Copyright Restrictions

The U.S. Copyright law (Title 17, U.S.C) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries or archives are authorized to furnish photocopies or other reproductions. One of these conditions is that the photocopy or reproduction not be used for any purpose other than private study, scholarship or research. If a user makes a request for, or later uses a photocopy or reproduction for purposes in excess of "fair use", that user may be liable for copyright infringement.

The Ahrens Memorial Library reserves the right to refuse a copying order if, in its judgement, fulfillment of the order violates the copyright law. For example, the library may only borrow for its patrons five articles from one journal title per year.