About the Interlibrary Loan (ILL) Service at Pikes Peak Library District (PPLD)

What is Interlibrary Loan (ILL)?

The Interlibrary Loan service provides a way for the residents of the Pikes Peak Library District to share library resources with thousands of other libraries. If an item is not available in our Catalog, we can request it from other libraries--starting with Colorado, then the western region, the United States and Canada.

We provide for the loan of materials from library collections using service guidelines, policies and procedures that are fair and sensible. Our policies seek to strike a balance between the needs of the individual and the overall needs of Pikes Peak Library District patrons. Our goal is to exemplify PPLD’s Characteristics of Excellent Service and to provide friendly, accommodating service of the highest quality.

How is the ILL web-based system helpful to me?

The ILL web-based system allows you, the PPLD patron, to:
  • Place requests anytime from any device with Internet access.
  • Check on the status of your request(s) via the Web at any time. Please log on to your ILL account to check on your ILL requests.
  • Receive email messages about the results of your request(s).
  • Request renewals online.
  • Experience more efficient processing of your request.
  • Will my Interlibrary Loan (ILL) items appear on my PPLD library card account?

    PLEASE NOTE: Your ILL account is a separate account from your PPLD library account and therefore your ILL items WILL NOT appear on it. Please log on to your ILL account to check on your ILL requests.

    Why am I having problems logging into my Interlibrary Loan account with my library card number and PIN?

    It may be due to one of the following reasons:
  • You may have received a library card through the Colorado Library Card (CLC) program, which gives you the privilege of checking out materials at any of our PPLD library branches. These library cards start with the number '7'. However, you will need to request Interlibrary Loans from your home library where you reside.
  • You may have just received a new or replacement library card today and will need to wait until tomorrow before placing an Interlibrary Loan request.
  • You may have changed your PIN since you originally set up your ILL account. Please contact the ILL Office during the ILL Office hours of Monday-Friday, 9:00am-5:00pm, 719-531-6333, ext. 2317. The ILL staff will reset your PIN and then assist you with logging into your account.
  • You may have fines on your library card that are $10 or more. This will prevent you from placing Interlibrary Loan requests. PLEASE NOTE: if you have paid your fines to below $10.00, you will need to wait until the next day in order to place additional interlibrary loan requests.
  • You may have not used your library card for FIVE YEARS OR MORE. Checking out a library item today should permit you to register for an ILL account the following day.
  • Pikes Peak Library District may be experiencing technical problems with the ILL software.
  • How do I request an Interlibrary Loan?

    Before you make a request, please check PPLD’s Catalog to make sure that the material you need is not already available in PPLD’s collection. Library staff are available in person at any PPLD Community Library and at 719-389-8968 to assist you.

    If your desired material is not available in the PPLD collection, please search WorldCat to find items to request through ILL. WorldCat is an online catalog of the materials in more than 10,000 libraries. Submitting an ILL request through WorldCat ensures that the Interlibrary Loan staff receives your accurate and complete request information.

    How do I place an Interlibrary Loan (ILL) request via the WorldCat database?

    To place an Interlibrary Loan request via the WorldCat database:
    1. Go to WorldCat.
    2. Then search the WorldCat database for your item. Please check to make sure that PPLD does not already own it.
    3. Next, select the entry for the item and then click on Request Item through Interlibrary Loan.
    4. This will open up the ILL Logon page in another Window. You will then need to enter your PPLD library card number and PIN.
    5. To set up your ILL account, you will to need to fill out the Personal Information page. If you already have an ILL account, please skip to Step 8.
    6. After you have click on the Submit Information button at the bottom of the Personal Information page, return to your original WorldCat Window and click on Request Item through Interlibrary Loan again to submit your ILL request.
    7. Once you have click on Request Item through Interlibrary Loan, it will fill out your ILL request automatically with the item's title, author, etc.
    8. You will need also enter the maximum amount that you are willing pay as well as the format type of the item; book, DVD, etc.
    9. Finally, click on the Submit Request button to place your ILL request.
    10. If you want to submit another ILL request, please return to your original WorldCat Window to select another item.

    Who can borrow materials through Interlibrary Loan?

    PPLD library card holders in good standing who are residents of Pikes Peak Library District (generally PPLD resident cards starting with ‘4’). Non-residents with either Colorado Library Cards (CLC cards are PPLD cards starting with ‘7’) or Visitor Cards must place their ILLs with their home library where they reside.

    How much does Interlibrary Loan cost?

    There is usually no charge to you for Interlibrary Loan service. However, while we always try to obtain materials for free, some lending libraries do charge a fee. These fees will be passed on to you as long as they were agreed upon when the request was taken. Usually there is no charge for items from Colorado libraries; however, there may be a charge from libraries outside Colorado. When there is a charge, the average cost per item can range from $10-$20.

    PLEASE NOTE: ILL items borrowed from Canadian libraries will have an additional $10.00 charge for postage and handling. This will be in addition to any Borrowing fees (if any) from the Canadian libraries. You will be notified about this option and you will need to agree to pay this charge before we request the material from a Canadian library.

    How many items can I request?

    The ILL request limit is 6 active requests.

    What items either cannot be requested or are difficult to obtain?

    Materials already owned by PPLD cannot be requested through Interlibrary Loan. The Interlibrary Loan service cannot be used for items published within the current year. These new items may be requested via our Patron Purchase Request. Entire issues of magazines and journals cannot be requested via Interlibrary Loan. Some non-book items such as videos, CDs, DVDs and microfilm can be difficult to obtain. Some libraries, especially genealogical libraries, may be willing to photocopy portions of their materials, rather than lend them, if you can provide a specific description of what you need.

    PLEASE NOTE: ILL items are not requested outside of the United States or Canada. This is due to the high postage and handling costs for countries outside of the United States and Canada. Also, ILL items borrowed from Canadian libraries will have an additional $10.00 charge for postage and handling. This will be in addition to any Borrowing fees (if any) from the Canadian libraries. You will be notified about this option and you will need to agree to pay this charge before we request the material from a Canadian library.

    How long will it take?

    If an item is found in Colorado, it will take 3 to 6 weeks to arrive. If the item is not found in Colorado and must be requested from an out-of-state library, it could take up to 8 weeks before it arrives and you are notified. If we cannot obtain a requested item, you will receive a cancellation notice either by email or mail stating why we are unable to get it.

    What do the ILL Status messages mean?

    Definitions of ILL Status messages are:

    Awaiting ALA Request Processing:

    This ILL request is awaiting processing to send as an ALA request to the lender.

    Awaiting Conditional Processing:

    A potential lending library has responded to the request and is asking ILL to clarify part of the request or to comply with special conditions before they will lend the item.

    Awaiting Copyright Clearance:

    ILL is reviewing the article request for potential lending libraries.

    Awaiting Customer Contact:

    The requested material has arrived and is being sent to the pickup library, but the customer has not yet been contacted.

    Awaiting Odyssey Processing:

    This ILL request was received electronically via our Odyssey software and is awaiting processing by the ILL staff. The ILL item will be sent out to the patron once the processing has been completed.

    Awaiting Recall Processing:

    The lending library has recalled this ILL item and it must be returned back to the lending library as soon as possible.

    Awaiting Post Receipt Processing:

    The requested material has arrived but is NOT yet ready for pickup.

    Awaiting Request Processing:

    The request has been submitted to ILL. ILL staff will review the request for any problems. Requests are processed in the order in which they are received through the ILL web-based system.

    Awaiting Return Label Printing:

    The ILL staff is in the process of printing a return label for the ILL item and then it will be returned back to the lending library.

    Awaiting Unfilled Processing:

    The request has been sent to potential lending libraries. However, these libraries have been unable to fill the request. ILL is trying to locate additional libraries that may own the material. This process may take several days.

    Cancelled by Customer:

    The customer has cancelled the request. Cancelled requests can be found and resubmitted at a later time by going to View: Cancelled Requests in your ILL account.

    Cancelled by ILL Staff:

    The request has been cancelled by ILL staff. The cancellation reason will be sent to the customer by e-mail or mail.

    Checked Out For Library Use Only:

    This ILL material is for Library Use Only. It cannot be checked out from the library.

    Checked Out to Customer:

    The item is currently checked out to the customer.

    Contact Information Requested:

    There is a problem with the contact information that the patron provided. Patron has been notified that their ILL account application does not match what is listed on the library card.

    Customer Notified via E-Mail:

    Please note that the E-mail notfications are delayed by 36 hours to allow time for the item to get to the branch. This status means that the item has been processed by the ILL staff and the customer is in the process of being notified. This status reflects the customer's preferred notification method (E-Mail).

    Customer Notified via Mail:

    The item has been processed by the ILL staff and the customer in the process of being notified. This status reflects the customer's preferred notification method (Mail).

    Delivered to Web:

    This ILL article has been delivered electronically for the patron's use. It is available for viewing and/or printing from the patron's ILL account.

    In Transit:

    The item has been discharged from the customer's ILL account and is now in transit back to the ILL Office.

    Item Checked In:

    The item has been returned by the customer, checked in by the ILL staff and is awaiting return processing.

    Received Incorrect/Partial Item:

    The item received either does not match requested the item or is incomplete. The ILL staff will determine the quickest way to correct the problem.

    Request Finished:

    The request has been successfully processed and completed.

    Request in Processing:

    The request is being processed by ILL staff to be sent to potential lending libraries.

    Request Sent:

    The request has been sent to a group of potential lending libraries. ILL is waiting for responses from these libraries indicating if they will fill the request.

    What might delay an Interlibrary Loan?

    Materials might already be checked out to another borrower at the lending library. Lending libraries might limit the number of items or reels of microfilm they will send at one time. Or, the information you give us about your request might be incomplete or incorrect, requiring additional verification.

    Will there be restrictions on the materials?

    Materials published within the current year cannot be ordered via interlibrary loan--please place these requests for consideration via our Patron Purchase Request. Some lending libraries do not offer media other than print.

    We are obliged to honor whatever conditions a lending library places on its materials. Some libraries restrict their materials to in-library use only or do not allow renewals. ILL items from the Library of Congress cannot be checked out and must be used at the Penrose Library (20 N. Cascade Avenue).

    The microfilm machines are only available at the Penrose library in Special Collections and the East library. Microfilm or microfiche requested through Interlibrary Loan can only be sent to one of these two locations. Often the lending libraries limit the number of reels that they send (usually 4 reels at a time) and these must be returned before more can be ordered.

    What happens when my Interlibrary Loan material arrives?

    You will be notified by email or by regular mail that the item is available. The due date and any special conditions will be on the yellow label attached to the front of the item. Please leave this label on the item when you return it, as it ensures that the item will be properly checked in on your ILL account. If this item is lost due to removal of this label you may be charged replacement fees. This charge could be up to $200 for lost items.

    How long is the loan period?

    The lending library sets the amount of time the patron is allowed to use the material. The check out period is usually 3 weeks for books and 1-2 weeks for audiovisual items.

    Can I renew ILL materials?

    Renewals are at the discretion of the lending library. Some institutions do not allow renewals on requested materials. If the library has already stated “No Renewals” this will be indicated on the label attached to the item. If you wish to extend the loan period on a renewable item, the renewal must be requested within a 7 day period prior to and including the due date of the item. Only one renewal may be requested for each item.

    What are my responsibilities once I have received the material?

    You are responsible for returning the material on time and in the same condition in which you received it. The due date and any special conditions will be on the yellow label attached to the front of the item. Please leave this label on the item when you return it, as it ensures that the item will be properly checked in on your ILL account. If this item is lost due to the removal of this label you may be charged replacement fees. This charge could be up to $200 for lost items.

    If an Interlibrary Loan item is overdue, no further Interlibrary Loan requests will be processed until the overdue item is returned.

    If an Interlibrary Loan is lost, all borrowing privileges at PPLD will be suspended until the item has been paid for.

    How do I contact the Interlibrary Loan office for assistance?

    Please contact PPLD's ILL Department at (719) 531-6333 x2317 if you have additional questions about the status of your request or Interlibrary Loan account.