Inter-Library Loans



Inter-Library Loan FAQs

What is Interlibrary Loan (ILL)? Can I cancel my request?
Who can use ILL? How much can be copied from one book or journal?
How much does it cost? How do I know when my items are ready for me?
What kind of materials can I request? I have some more questions. Who do I ask?
How do I place a request? How do I contact Interlibrary Loan (ILL) Staff?
When will my requested items arrive?  Institutional ILL Policy (Lending to Other Libraries)


What Is ILL?

Interlibrary Loan is a formal agreement between libraries to borrow books and obtain photocopies of journal articles from each other. It is a service that enables Providence students, faculty and staff to obtain materials not owned by the William Falk Library. This agreement means that we can provide you with materials from hundreds of libraries across Canada and the U.S.


Who Can Use ILL?

ILL service is available to current Providence students, staff and faculty.


How Much Does It Cost?

The William Falk Library does not charge the Providence community for Interlibrary loans. There is also no charge if the item is available within the province of Manitoba. If the item is not available locally, then there may be a charge depending if the lending library charges for loans. Providence passes on these charges to the student requesting the item. It is therefore important to specify how much you are willing to pay to receive an item, as this will be indicated as the maximum you are willing to pay. If libraries do charge, the cost is usually between $10-$15.


What Kind of Materials Can I Request?

The most frequently requested items are journal articles and books. Other items that may be available are dissertations/theses, microfiche, and microfilm. Audio-visual materials are not available through ILL.

Materials that can be found in the William Falk Library or through one of our electronic resources CANNOT be requested through ILL, unless the item is missing. If the item you are looking for is checked out to another user, use the Request option in the Library Catalogue to place a hold on the title or see the front desk to place a recall for the item.

Each library has its own policy on what types of materials they will lend, so it is not always possible to obtain the item you are looking for. We will contact you if we are having difficulty obtaining your requested item.


How Do I Place a Request?

Requests can be made using our Online Request Form. Requests can also be made by filling in the ILL Request paper form available at the front desk.


When Will My Requested Items Arrive?

Journal articles and book chapters are sent as photocopies, and can take from 2 days to 2 weeks to arrive. Books, theses or microfiche/film can take from 1 to 4 weeks. Please note that once we send out your request, we have very little control over when the materials will be delivered.

Please allow one week before inquiring about the status of your ILL request.

Be sure to fill in the Need By Date on the request form. This is the last possible date you can use the item. Items will not be ordered without a specific date given. Indicating ASAP instead of a date is not acceptable.

Rush requests are generally not accepted.


Can I Cancel My Request?

It is sometimes possible to cancel a request. If we receive your cancellation before the request has been sent to another library, it may be possible to cancel your request. If the request has been sent, we cannot cancel it. Decisions will be made on a case-by-case basis. Please contact ILL staff by email to request a cancellation, and we will let you know if your request can or cannot be cancelled.

It may be necessary for us to cancel your request, for any one of the following reasons:

  • Your item is available in the Providence Library;
  • The citation is incomplete or inaccurate;
  • There are no libraries that have the item;
  • There are no libraries that will lend the item to us;
  • The item cannot be obtained by the Need By Date;
  • The request exceeds copyright restrictions.

As mentioned above, we will contact you if we are having difficulty obtaining your requested item, or if we need to cancel your request.


How Much Can Be Copied From One Book or Journal?

Under the terms of the Access Copyright Agreement and the COPYRIGHT ACT R.S.C. c. C-42 as amended, Providence Interlibrary loans cannot order copies of more than 10% of a published work, more than one journal article per issue, or more than one chapter per book.

Interlibrary loan requests, which exceed copyright limitations, will be cancelled.


How Do I Know When My Items Are Ready For Me?

We will notify you via email that your item(s) can be picked up from the ILL office in the library.


Ask a Librarian

Have other burning library-related questions that you need answered? Don't hesitate to contact us at 204-433-7488 ext. 306, fax: 204-433-7158, or email us below. We're always happy to lend a helping hand!



Hannah Loewen
Associate Librarian

10 College Crescent
Otterburne, Manitoba, Canada, R0A 1G0
Phone: (204) 433-7488 or (800) 668-7768
Fax: (204) 433-7158
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