Service Policies

Document Services

Randall Library Document Services Policy

Document Services provides access to materials held by Randall Library.

Document Delivery

For Distance Education faculty and students, please request items from Randall Library’s circulating collections through ILLiad and follow the Distance Education guidelines in the Randall Library Interlibrary Borrowing Policy.

For graduate students at the Center for Marine Science, please request items from Randall Library’s circulating collections through ILLiad and follow the guidelines for CMS delivery in the Randall Library Interlibrary Borrowing Policy.

For on campus faculty and staff, please request items from Randall Library’s circulating collections through the library catalog. Please contact the Circulation Department at rlcirculation [at] uncw.edu or 910-962-3272 to set up campus delivery of these items.

Document Scanning

Document scanning is provided to UNCW current and emeritus faculty, current staff, currently enrolled graduate students, and distance education students currently enrolled in extension and online programs.

Scans of articles and chapters (up to 50 pages where permitted) are provided from the following collections:

  • Journals, magazines, and newspapers (current, bound, and microforms)
  • US and North Carolina Government Documents
  • General Collection books
  • Reference Collection books
  • Requests for Special Collections or Archives materials are considered on an individual basis.

Please plan for 1-4 business days for scans to be delivered. Users will be notified via email and/or text when requested scans are available to download.  PDFs are hosted on the Interlibrary Loan server for 30 days, after which they are deleted and cannot be recovered.

All scans are intended for individual, academic use. Please note that requests to scan multiple articles from a single journal issue, multiple chapters from a single book, or the entirety of a work are prohibited by copyright restrictions. Please reference the copyright statement below regarding received photocopies, reproductions, and electronic versions of articles and book chapters.

Copyright Statement

Randall Library reserves the right to cancel any request that is not compliant with Title 17 of the United States Code, summarized below.

The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to 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.  This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

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Instruction Scheduling

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To effectively accommodate faculty, staff, and students we ask that you comply with the following Instructional Services policies and procedures. All scheduling is handled on a first-come, first-served basis and precedence is given to library instruction taught by UNCW librarians. Please see below for a complete explanation of scheduling priorities and scheduling guidelines:

  • Sessions should be scheduled at least 7 business days in advance.
  • Requests for instruction can be made by contacting the Associate Director of Academic Research and Engagement or by using the online request form.
  • Sessions scheduled in one of the Library Instruction Classrooms should be limited in size to 30 participants, due to the limited number of computer workstations. The librarian does have the option to schedule sessions in the teaching faculty's current classroom or classroom building's computer lab (depending on availability).
  • Please provide the following information in order to have a session scheduled: Your name and e-mail address; the course name, prefix, and number; the number of students in the class; the time of the class (e.g. 9:00 - 10:15 a.m.); three options for dates when you would like to bring your class in; a copy of the research assignment.
  • Please let us know at the time of scheduling if you have students with special needs (disabilities, etc.).
  • Please inform your students that they are expected to be on time.
  • Instructors are expected to attend instruction sessions and are asked to introduce the librarian leading the session.
  • All cell phones must be turned off.
  • Cancellation of a reservation should be made as soon as possible so that the classroom may be open for other sessions.
  • Sessions can only be scheduled when the library is open.
  • For information about using one of the Library Instruction Classrooms for purposes other than library or information literacy instruction please review our policy.
  • It is not possible for non-UNCW affiliated groups to request library instruction sessions or tours during peak library instruction periods and times, including September, October, February, & March.
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Interlibrary Borrowing

Randall Library Interlibrary Borrowing Policy

Interlibrary Loan (ILL) is a service that provides access to library materials not available at UNCW’s Randall Library. It is governed by the American Library Association's National Library Code and the US Copyright Revision Act of 1976 (17.United States Code. 101 et seq.).

Eligibility

Current UNCW students, staff, and current and emeritus faculty are eligible to use Interlibrary Loan.  Other affiliated library users are not eligible for Interlibrary Loan, including UNCW alumni, retired faculty and staff, non-sponsored visiting scholars, and North Carolina resident borrowers.
 

Cost

Interlibrary Loan is offered as a free service for eligible users because Randall Library absorbs the following costs for our campus community.

  • Borrowing fees can range from $8.00-$35.00 per request, depending on the lending institution.
  • Copyright fees can range from $25.00-$65.00 per article, depending on the publisher.
  • Shipping rates vary by courier, weight, and destination.
Availability of Materials

Eligible users may request materials not owned by Randall Library, including

  • Books and book chapters
  • Conference proceedings
  • Articles (from journals, newspapers, or magazines)
  • Dissertations
  • Audiovisual materials (CDs, DVDs, audiobooks, etc.)
  • Government documents
  • Microforms

Eligible users may also request materials that are owned by Randall Library but unavailable (checked out, missing, lost, damaged, or on order).

Please note that eligible users may request only one copy of an individual title at a time. 

Required UNCW course materials cannot be borrowed through Interlibrary Loan.

Materials such as genealogical material, manuscript collections and other archival material, rare material, bound journal volumes, and reference works do not typically circulate and often cannot be borrowed via Interlibrary Loan.

eBooks cannot be borrowed through Interlibrary Loan due to licensing restrictions imposed by the publishers.  Any request for an eBook will be treated as a request for a hard copy print book.

Placing Requests

All requests must be placed by logging in to ILLiad. Citations should be as complete as available information allows. Please note that by submitting an Interlibrary Loan request, the user is acknowledging that they have read and understood the statement of copyright compliance below. 

The Interlibrary Loan office is staffed and requests are processed from 8:00am – 4:00pm, Monday through Friday. 

The Interlibrary Loan office will contact the user via email if additional information about a request is needed.  If the information is not provided within 4 business days, staff will cancel the request.

Arrival Time and Access

Borrowing (Electronic Materials)

Please plan for at least 2-4 business days for articles to be sent by the lending institution. Users will be notified via email and/or text when requested articles are available to download.  Article PDFs are hosted on the Interlibrary Loan server for 30 days, after which they are deleted and cannot be recovered. Please reference the copyright statement below regarding received photocopies, reproductions, and electronic versions of articles and book chapters.

Borrowing (Physical Materials)

Please plan for at least 7-14 business days for items to arrive from the lending institution.  Users will be notified via email and/or text when items arrive. They will be held at Randall Library’s Circulation Desk for pickup, except in the following scenarios.

  • Current faculty and staff may choose to have items sent to their office through campus mail by selecting "Mail to Campus Address" as the delivery method in their ILLiad profile.
  • Distance Education faculty and students will be prompted to enter their current mailing address when creating their ILLiad profile. Items will be mailed via UPS with return shipping provided.
  • Graduate students completing degree requirements outside of the Wilmington area may set their ILLiad profile status to “Distance Ed Grad” and provide their current mailing address. Items will be mailed via UPS with return shipping provided.
  • Graduate students based at the Center for Marine Science may have items sent to them at CMS Myrtle Grove through campus mail. In their ILLiad profile, students should select “CMS” as their department/major, set their status as “Distance Ed Grad,” and enter CMS/Myrtle Grove as their address.

Users are asked not to remove any paperwork attached to the item, as it is needed to process the item’s return.

Loan Periods and Renewals

All due dates are determined by the lending libraries and will vary from Randall Library’s loan periods. 

All items will include a slip with the due date and a note stating whether or not the item can be renewed.  Renewable items may typically be granted only one renewal, and the request must be submitted through the user’s ILLiad account before the item’s due date. 

Overdue and Lost Materials

Upon return by the user, Interlibrary Loan materials go through multiple checkins as part of the return process: at the Circulation Desk, the Interlibrary Loan office, and the lending institution. This process tracks the material’s progress, ensuring that the item is safely returned and that the user’s account does not become delinquent.

Users are financially responsible for Interlibrary Loan material from the time it is picked up at the Circulation Desk or mailed to the user, until the time it is returned to and received by library staff.

Users with overdue material will have their accounts suspended after three notices. Returning an overdue item will reinstate privileges unless a replacement invoice has been issued by the lending institution. Once a replacement invoice for an item is received, the charges are added to the user’s library account.  The user’s ILLiad account will remain suspended until proof of payment is provided to the Interlibrary Loan office.

Users will be charged for any replacement costs issued by our lenders for lost or damaged material.  Damage includes markings with pen, pencil or highlighter, damp or wet pages, and significant rips or tears.  An Interlibrary Loan item that is overdue may be considered lost and invoiced by our lenders.  All charges are added to the user’s library account once an invoice is received. Unpaid charges for students will be transferred to Student Accounts and can impact graduation dates and transcript requests.

Copyright Statement

Randall Library reserves the right to cancel any request that is not compliant with Title 17 of the United States Code as well as the CONTU Guidelines which aid the interpretation of Sections 107 and 108 of the U.S. Copyright Act, summarized below:

The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to 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.  This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

The National Commission on New Technological Uses of Copyrighted Works (CONTU) has developed a set of guidelines to assist libraries in fulfilling their duties while adhering to copyright law. CONTU guidelines (or the "suggestion of five") permits the copying during a calendar year of no more than five articles from a single journal title, not owned by the library, dated within the past five years. This means that the Interlibrary Loan Department staff can order a total of only 5 articles from a single journal title dated within the past 5 years regardless of how many users request articles from the same journal title. For articles obtained in excess of this number, the Library must pay a fee to the Copyright Clearance Center or must purchase the articles from a commercial vendor. 

Responsible Use of Interlibrary Loan Services

Use of Interlibrary Loan is contingent upon users’ compliance with this policy. Randall Library is able to provide this service to the UNCW community because of reciprocal agreements with other libraries based on good faith. Lending libraries expect that their materials will be treated with care and that due dates will be honored by the borrowing library and its users. Habitual non-compliance negatively impacts our standing in the Interlibrary Loan community and impedes our ability to borrow materials for all students, faculty, and staff. Users with more than one instance of overdue materials are at risk of losing their Interlibrary Loan privileges permanently or having additional restrictions placed on material use.

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Interlibrary Lending

As part of its Interlibrary Loan operations, Randall Library lends materials to other requesting institutions.  We are a SOLINE member, a free lender, and encourage new reciprocal partnerships.  Conditions of service are based on compliance to National Interlibrary Loan Code, the Interlibrary Loan Code for North Carolina Libraries, and all applicable Copyright Laws (e.g. Title 17, US Code).

Requesting from Randall Library

Requests are accepted via OCLC.  We will also accept ALA forms sent by email or fax.  Requests are processed within 2-4 business days. Rush requests that are clearly identified as such are accepted.

  • OCLC symbol: NXW
  • E-mail address: libraryill [at] uncw.edu
  • Odyssey: 152.20.225.230/ILL
  • Fax: 910-962-3863
  • Primary Lending Contact: Beth Howland, (910) 962-7005
  • Secondary Contact:  Chris Malpass, (910) 962-7312
Items available to borrow (see OCLC Policies Directory for complete list)
  • Books in our General Collection and Juvenile Collection
  • Bound journals and magazines (subject to the discretion of library staff)
  • Bound theses and dissertations (2nd copies)
  • Music CDs
  • DVDs (only to libraries willing to reciprocate)
  • North Carolina and US Government Documents
  • Journals, magazines, and newspapers on microforms
  • VHS Cassettes
  • Audiobooks
Items not available to borrow
  • Books in our New and Popular Collection
  • eBooks (due to licensing restrictions imposed by publishers)
  • Special Collections, Archives, or Reference material
  • Items on Course Reserve
  • Current journals, magazines, and newspapers
  • Items in campus collections that are not part of Randall Library, including the Curriculum Materials Center, the Betty Stike Education Laboratory, the Upperman African American Cultural Center, and the Center for Teaching Excellence.
Randall Library provides copies from
  • General Collection and Juvenile Collection Monographs
  • North Carolina and US Government Documents
  • Journals, magazines, and newspapers on microforms
  • Special Collections, Archives, and Reference Material (subject to the discretion of library staff)
  • eJournals (pending licensing restrictions imposed by publishers)

We allow a 6-week lending period and one 2-week renewal for most of our materials.  DVDs have a 4-week lending period and are not eligible for renewal.  All loans are subject to recall.

We ship via UPS or USPS, and deliver electronically via Odyssey or Article Exchange.

For more information please contact the Interlibrary Services office at libraryill [at] uncw.edu (subject: ILL%20Lending%20Question)  or Beth Howland at howlande [at] uncw.edu (subject: ILL%20Lending%20Question) .

 

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Research Services

Research Services supports the educational and research functions of the university by assisting students, faculty, and staff in meeting their curricular, research, and general information needs. We also offer service to those not affiliated with the university. These services are provided in person, telephone, email, chat and by text.

When providing these research services, librarians and student assistants attempt to educate users in library research techniques, and encourage independent use of this and other libraries. We treat all requests in a serious and professional manner and do not discuss any aspect of a reference transaction with others except in a professional context.

Library users are encouraged to use the research assistance at the Research Help Desk for direct personal assistance with their information needs. Users are assisted on a first-come first-served basis; however, at busy times, persons affiliated with UNCW are given priority over those not affiliated with UNCW and in-person requests have precedence over telephone, email, chat, and text requests.

Telephone, email, chat, and text contact information can be found by visiting the “Get Help” webpage. Chat, text, and telephone reference assistance is available during the Research Help Desk hours for brief answer types of questions. Replies to email can be expected within one business day.

When the Research Help Desk is not staffed, UNCW students, faculty and staff are encouraged to use the after-hours chat reference service

For more in-depth assistance,librarians also provides One-on-One Help appointments.

 

Updated 11/14/19

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Users with Disabilities

Please visit our Users with Disabilities page for information.

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