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ILL: Interlibrary Loan

1. Collection of ILL Documentation

1.1. Pre-Cat records for ILL Items (also called Quick Add or On the Fly records)

Thank you to Angie Devers from the Emmaus Public Library for the attached document for using Pre-Cats for ILL records!


1.2. EPL's Document Collection for ILL Workflows

This is EPL's documentation for multiple facets of ILL as handled by their location.

1.3. ILL Workflow Documenation Samples

This page hosts a collection of documentation and procedures regarding Interlibrary Loan and workflows that are used through the SPARK Community that use Evergreen.

This documentation is being gathered at a part of the Interlibrary Loan Task Force.

You can download the documents already collected at the links below.   

If you have created local instructional documentation for your location's Interlibrary Loan process, please send to support and staff will post it here as well.

Thank you to the ILL Task Force / Committee for their contributions.

Links to Online Interlibrary Loan Forms Used by SPARK Community Libraries:

Adams: https://www.adamslibrary.org/form/request-ill-form

Easton: http://eastonpl.org/EAPLILLForm.html

Emmaus: https://docs.google.com/forms/d/e/1FAIpQLSfnczwP7bhj2osRLXFvLuDUYjX5rm0JHJSzP5XnSCCUitssqQ/viewform

Lower Macungie: https://www.lowermaclib.org/services/borrow-a-book-from-another-library/

Parkland: https://www.parklandlibrary.org/explore/interlibrary-loans/

Shaw: http://www.shawlibrary.org/interlibraryloan-form.html

York: https://www.yorklibraries.org/library-services-programs/borrow-outside-york-libraries/

There are many types of Interlibrary Loans:

  • In federated systems loans
  • Within district or within resource-sharing cooperatives
  • Within PA via SHARE-it
  • Out of state with OCLC or other services

Each type of ILL transaction can also have documentation for your role as Lender (when you send items from your collection to another library) and for your role as Borrower (when you request an item from another library to share with a patron at your location)

2. References and Resource Materials

2.1. Sources/Research for ILL

Pennsylvania ILL References:

Federal Definition for Annual Reporting Purposes:  The total annual circulation of all library materials of all types, including renewals. Note: Count all materials in all formats that are charged out for use outside the library. Interlibrary loan transactions included are only items borrowed for users. Do not include items checked out to another library.    *Citation: https://www.imls.gov/sites/default/files/pls_defs_fy2016.pdf

Other States:

Out of State Loans:



Fulfillment: http://fulfillment-ill.org/  This is an Evergreen extension for ILL.

3. ILL Task Force Meetings

3.1. ILL Committee Charter

PaILS ILL Committee Charter

Approved by User Group Board on 3/19/2020 at meeting

I.           Mission:

To provide the staff of SPARK libraries with the support and guidelines of processing ILL’s. As a committee share ideas, recommendations and resolve problems to establish a user friendly interface.


II.          Responsibilities:

1.          Develop documentation outlining the procedures used by the SPARK community to process interlibrary loan requests.

2.          Work with PaILS administration to develop Interlibrary Loan goals, enhancements and solutions.

III.        Membership requirements:

Open to staff members that have a signed Membership Agreement with PaILS who are responsible for processing ILL’s.

IV.         Meetings:

1.         Will be held on at least a quarterly basis.

2.         On-line / phone meetings are acceptable.

V.         Leadership:

1.         One member will lead the committee as chairperson.

2.         The committee chairperson will be elected annually in the SPARK User Group election process.

3.         The committee chairperson’s term will be for 1 year from the time of their election. A committee chairperson may seek reelection at the following year’s Users Group Meeting if they wish.

VI.         Reporting:

1.         Minutes of Committee meetings will be sent to SPARK users within one week after each meeting.

2.         A verbal report will be offered at SPARK Users Group meetings.

3.         A written report will be included in PaILS / SPARK Annual Report.