Interlibrary Loan & Document Delivery
Room W-2510 Melville Library
Interlibrary Loan
631.632.7117
Office Hours: Monday - Friday, 8:30am - 5:00pm
Mission Statement
The mission of the Interlibrary Loan/Document Delivery Department is to support research and teaching needs of the Stony Brook University academic community by expanding the range of materials available for scholarship beyond the physical and electronic collections of the Stony Brook University Libraries. Interlibrary loan borrowing provides article delivery and short term loans of other materials from a worldwide network of libraries. Document delivery provides book chapters and articles from the collections of Stony Brook University Libraries. Some materials are purchased from publishers and other vendors to fill requests that cannot be filled by other libraries. There is no charge to users for either interlibrary loan or document delivery.
>> CLICK HERE TO MAKE AN INTERLIBRARY LOAN REQUEST <<
Who may use Interlibrary Loan?
Stony Brook University faculty, students and staff. Alumni and Friends of the Library may use the service, but privileges are limited to 5 requests per user per calendar year. Affiliates such as visiting scholars and participants in the ALLI program may also use the service.
Who may use Document Delivery?
Stony Brook University faculty and staff on both West and East Campus.
Currently registered Stony Brook Manhattan students and faculty
Graduate students doing fieldwork out of state or out of country.
Does Document Delivery include materials in the off site storage facility?
Yes. Any currently affiliated Stony Brook University user may request materials from the off site storage facility.
How are Document Delivery Requests submitted?
There are Document Delivery request forms for books and articles under the heading New Request in the main menu which you see when you log into your account. If you use either form, the call number is a required field. If you are unsure of what to enter in the call number field, you may use the interlibrary loan article or book request forms. If you are an eligible East Campus user and you need West Campus materials, please submit your requests through the Health Sciences Library's Interlibrary Loan Department. If you are an eligible West Campus user and you need East Campus materials, please submit your requests through Melville Library's Interlibrary Loan Department.
What may be requested through Document Delivery?
Journal articles and book chapters up to a maximum of 60 pages. Articles and chapters are scanned and delivered electronically. Due to copyright restrictions, we cannot scan multiple chapters in books published from 1923-the present.
Books from the Stony Brook Libraries will be sent to Stony Brook Manhattan via United Parcel Service and to East Campus and MASIC via campus mail. Books requested by West Campus users must be picked up at the Interlibrary Loan Office. Books cannot be delivered to patrons who are out of the state or the country.
How long does it take for Document Delivery materials to arrive?
For articles, usually less than 24 hours. Books are sent from the off site storage facility via United Parcel Service and usually arrive in two business days. Books traveling between East and West Campus are sent in the campus mail and usually arrive in two business days.
What can be borrowed through interlibrary loan?
- Books
- Book chapters
- Journal articles
- Dissertations
- Musical scores
- Sound recordings and visual materials
- Newspapers on microfilm
- Maps
What cannot be borrowed through interlibrary loan?
Required course materials and materials on reserve for classes. Because the mission of the department is to support research and teaching activities, requests for required course materials or materials on reserve for classes will be cancelled. We understand that textbooks are expensive, but they are part of the expense of attending college and are the responsibility of the students.
Archival materials, rare books, early printed books, manuscripts, bound volumes of journals and reference books generally are not loaned through interlibrary loan. Recently published books, especially new fiction titles, are difficult to borrow because they are usually in use at their home libraries or reserved for use in the home libraries. We will try to borrow them for users, but it can take several months. For materials that are in rare book collections or archives, we can assist in arranging on site use and provide letters of introduction if necessary if users wish to travel to a library that owns the materials. Stony Brook University Libraries belong to a consortium called SHARES, which permits on site use of materials by Stony Brook University faculty, students and staff; some of the libraries that are within visiting distance are New York University, Columbia University, Yale, Princeton, University of Pennsylvania, and Penn State. There are over 100 libraries in the consortium; if you are interested in learning more about the member libraries, please email us at interlibraryloan@notes.cc.suny
Is there a limit to the number of items that may be requested?
At present, there is no limit; if you will need to request an usually large number of requests, for example more than 50 per semester, please contact us to discuss your needs. Melville Library subsidizes the entire cost of interlibrary loan, which includes the costs of loans and copies and any copyright royalties for recent articles.
How long is the loan period for interlibrary loan materials? Can they be renewed? Are they checked out through my STARS library account?
The loan periods for materials are determined by the libraries who loan the materials, as are the renewal policies. Most libraries lend books and other returnable materials for 4, 6 or 8 weeks. Some libraries lend DVDs or CDs or bound periodicals with a shorter loan period. Some materials may arrive with restrictions such as library use only, no renewal and no copying permitted. The lending libraries decide what if any restrictions are placed on loaned materials. Interlibrary loan materials are checked out through the software we use to manage the operation; interlibrary loan materials will not appear or be checked out on your STARS library account. Any requests for renewals of interlibrary loan materials must be made online or by contacting our office.
Are there fines for late return of interlibrary loan materials?
We have not yet instituted fines for late returns of interlibrary loan materials. We ask that users return materials on time because we need to maintain strong relationships with our consortial partners. Interlibrary loan is not for long term access. Because we must pay for loans for some items, we ask that users do not submit repeat requests. Please plan your use of the materials you borrow. Please respond to recall notices for interlibrary loan materials. Users who ignore overdue notices and recall notices will be blocked from requesting any other materials until the late items are returned.
Will there be a charge if materials are damaged or lost?
Most libraries charge a replacement fee and processing fee for lost books that were loaned to another library. Many will waive the processing fee if the user can provide a replacement copy of the same condition as the lost item. Fees for damage will be assessed on the basis of the extent of the damage. Users are responsible for returning materials in the same condition they were in upon receipt by the Interlibrary Loan Department. Please do not use highlighters or makes notes in books or scores that belong to other libraries.
How long does it take to get materials through interlibrary loan?
Even though we can transmit requests electronically to other libraries instantly, the availability of materials and the time it takes to retrieve, pack and ship them varies. If a book is currently in high demand and checked out at many of our partner libraries, it may take several attempts to borrow a copy. If a book is in a branch library or in a storage facility, it may take some extra time to it to be retrieved, packed and shipped. Some of our consortial partners use a courier service and books can arrive in 3-5 days if they are available for loan. The average delivery is 8-10 business days, depending on the geographical location from which materials are coming and the shipping method used by the lender. Our delivery of articles is electronic and most are delivered in 24-48 hours.
Is it possible to check the status of requests?
Interlibrary loan staff can check the status of requests. Users may view the status of requests from the list of outstanding requests in their accounts.
How are users notified of receipt of materials?
An email message will be sent to notify users that materials have arrived. Users may also be notified by telephone. We recommend checking with your internet provider to make sure our messages will not be stopped by aggressive spam blockers.
Where do users pick up interlibrary loan materials?
The Interlibrary Loan Office is located on the Second floor of Melville library, Room W-2510. Books ordered for users in Marine Sciences will be sent via campus mail to MASIC. Books ordered for Stony Brook Manhattan users will be sent via United Parcel Service.
Is it possible to let other people use my interlibrary loan account?
Our service is for currently registered students and currently affiliated faculty and staff. The interlibrary loan accounts users create are solely for the use of Stony Brook University affiliates. Misuse of your account will result in loss of privileges.
