Disruption to ILL services over January Term
During January term items may arrive slower than usual due to delays in shipping, lower staffing levels, and closures of libraries who supply materials. Please plan for delays in receiving items.
Email notifications for ILL requests now come from: firstname.lastname@example.org
We recommend that you whitelist this address to ensure ILL emails do not get caught in your spam filter.
If you have questions, please email us at email@example.com. Please see our web page on Library Services during COVID-19 for additional details.
Thank you for your patience as we do our best to serve you during this challenging time.
Office hours for ILL are:
M-F 8am-12pm & 1-5pm
Please ask at the Circulation Desk if you need assistance with ILL.
ILL staff can also be reached by email at firstname.lastname@example.org, or by phone at 765.983.1241
ILL helps Earlham, ESR, and Bethany community members gain access to materials owned by other libraries that are not otherwise held on campus. ILL service is provided free of charge to all students, faculty and staff of Earlham, Bethany, and ESR, as long as materials are returned on time and in the condition they were received. Library patrons not currently enrolled or employed at the College, ESR, or Bethany are not eligible to use Earlham’s ILL services.
Tipasa is the software used to manage ILL functions. Tipasa allows users to perform the following tasks online:
Tipasa can be accessed through the links on this page, or by going directly to https://941.account.worldcat.org/profile
Use your Earlham username (your email address, without the '@earlham.edu', no captial letters) and password to log in.
Once you are logged in, you will see several tabs. The view defaults to Checked Out. Click on the Requested tab to see active ILL requests and hold requests that are in process. A Create Request button displays at the top of the list of items: To create a new request in Tipasa, click on the button and then select the type of item you wish to request on the following page. You can view active and completed ILL requests, check the request status, renew ILL items and cancel or duplicate ILL requests in the Requested tab. If you click on the request details in the center of the screen you will see more information on the selected request. You can also retrieve articles delivered electronically in this space by clicking Available to view in the status column.
If you have questions, please see a reference librarian or ILL staff member for assistance.
ILL services are available to all current students, faculty, and staff of Earlham, ESR, and Bethany. Emeriti faculty may also make use of ILL services.
Seminary students and faculty who are not residential students (Access or Connections student and Distance faculty) can request articles through ILL but may not request books. They can make use of our Document Delivery service to have physical materials owned by Earlham College Libraries delivered to their home. For more information on Document Delivery services, see additional FAQs below.
ILL services are not available to alumni, previous employees, or community members. If you fall into one of these categories you can request ILL materials through your local library.
Please note: Please be aware that incoming physical materials will be subject to an additional, COVID-related mandatory 3 day quarantine. After 3 days items will processed for patrons and available to pick up. These guidelines help ensure the safety of our users.
It typically takes 2-4 business days to receive an article and about 6-7 days for a book or other loan. However, the time needed to fill a request depends upon several factors, including the difficulty of the request, the location and policies of the lending library, and the volume of requests received. Hard to find items may take as long as several weeks to arrive. ILL is typically slower during certain times of the academic year, including breaks, mid-terms, and final exams. Please take this factor into account when planning for research projects.
You may have up to 25 active requests at any one time.
Once a book request has been placed, it remains active until it is returned to the lending library.
An article request remains active until the article has been received by you.
If you have 25 active requests, you will be blocked from placing new requests until your number of active requests falls below 25.
If you know in advance that you will require more than 25 items at one time, please consult a librarian, who will be happy to help you explore other options.
Typical ILL Timelines
Timelines are indicated for requests to move from one status to another. These are average times. Users are emailed at multiple points throughout the process to keep them informed on the status of their request so that checking request statuses is not required.
Process for ILL article requests with typical timeframes
After a loan request is submitted, it will either be sent automatically by the ILL system or require staff processing depending on the completeness the request form and/or the type and availability of the item:
Submitted à In Transit (1-4 days) If an item is difficult to locate or there are problems with the request (incomplete information, etc.) this will take longer
If the item cannot be borrowed the status may change to Unable to Provide
In Transit à Article Sent (< 1 day) Articles are typically delivered electronically
Complete (automatic 30 days after you are notified the article is available for download)
Process for loan requests with typical timeframes
After a loan request is submitted, it will either be sent automatically by the ILL system or require staff processing depending on the completeness of the request form and/or the type and availability of the item:
Submitted à In Transit (2-5 days) [if an item is difficult to locate or not widely held this time period could last longer]
If the item cannot be borrowed the status may change to Unable to Provide
In Transit à Ready for Pickup at Lilly Library (6-8 days) [it usually takes 3-5 days for an item to ship from the lending library to Earlham; items must be quarantined for 3 days before becoming available for check out]
You will get an email when the item is ready to pick up
Due [date] (3-5 weeks) à Complete (once item is returned)
Placing a request does not guarantee that an item can be obtained. Several factors, such as the policies of the lending library, the rareness of an item, and copyright restrictions can prevent us from fulfilling a request.
The items most difficult to obtain are:
The following material may not be requested:
* If Earlham’s copy of an item is lost or missing, it may be possible to request the item through ILL.
If the item you want belongs to one of these categories, please consult a librarian
ILL requests may be denied for several reasons. The most common reasons are that Earlham College already provides access to the requested item, in print or electronic form, or that the requested item is available freely via the internet.
The text of the denial message will include the reason that the request was canceled and a note about where to find the item. If the item is available online, a link will be provided; if the item is physically available in the library (on reserve or in one of our other print collections), information will be provided to let you know where to find the item.
If your book request was denied because the item was available as an ebook but you prefer to use the print version, please copy your request and add a note that you prefer print to electronic. We will process your request and make every effort possible to obtain a print copy for your use.
While the ILL department will attempt to fill requests for textbooks/required course readings, we recommend against borrowing these items through interlibrary loan for a number of reasons. Please note that we will not fill requests for textbooks that are available in the library collection, or for items that are already on reserve.
It is difficult to borrow textbooks through ILL. Few libraries purchase textbooks and even fewer have the most recent editions. Because of this, the edition that you need may not be available. When libraries do purchase textbooks, they usually keep them for use on their campus and do not lend them to other libraries.
If you do get a textbook through ILL, you will not be able to keep the book for the whole semester. Due dates are set by the lending library and loans are typically 3-6 weeks long. ILL materials may only be renewed once. Additionally, ILL books are subject to immediate recall, so you could have to give the book back at any time.
We recommend buying or renting your textbooks when possible. You can also ask your instructor to place a copy on reserve in Lilly Library or the Science and Technology Commons.
PLEASE NOTE: Online access codes cannot be provided through ILL. If you request a textbook through ILL that has an access code, you may get the book, but the code will be removed/disabled. This is because the codes are restricted to 1 user per code. Since multiple users can't use the online code, libraries cannot use this information or loan it through ILL.
If you need an online access code for your textbook, you will have to purchase it.
ILL users receive several types of emails, including notices when items are available for pickup, due date reminders, and overdue notices. If you have requested materials through ILL and are not receiving emails, these may be getting caught in your spam filters.
ILL emails come from the following email address: email@example.com
We recommend that you whitelist this address in order to ensure receipt of all emails related to ILL requests.
You can see a history your notifications in your Tipasa account. Click the Requested tab in your library account, then find the request you are interested in and click Request details in the center of the screen. The request details include a Notification History section that lists all emails sent to you about the item. You will see the date and time notifications were sent and the name of the notification. We recommend that you check your spam filter for a message received on the date and time noted and whitelist the message. If you have questions about the content of a message please contact ILL staff at firstname.lastname@example.org.
Opting out of emails
All ILL emails include an opt-out option. If you have clicked this in the past, it will disable all ILL emails to you. We recommend AGAINST opting-out of ILL emails. If you choose to opt out of emails, you are still responsible for picking up materials and returning them in a timely fashion. By opting out of emails, you will not get a message when your items are available for pickup, or any other information related to your ILL requests.
If you have accidentally opted out of ILL emails, you can opt back in by logging into your Tipasa account, clicking on Communication Preferences on the main screen, and deselect the option for “Do not send library account updates to me”.
If you use Gmail, follow the steps below to be sure that you are receiving all of your ILL emails. [If you are using a different email client, but have experienced this problem anyway, please contact email@example.com for assistance.]
1. Open your Contacts list by clicking Gmail in the top-left corner of your Gmail page, then choose Contacts.
2. In the top-left corner, click New Contact.
3. Enter firstname.lastname@example.org in the appropriate fields. Any information you add will save automatically.
Note: These instructions only work with the standard view of Gmail. If they don't match what you see, upgrade to a supported browser or go to the standard view by clicking standard at the bottom of your Gmail page.
The circulation time for books and other items is dependent upon the policy of the lending library, but typically ranges from 4-6 weeks. Articles are delivered electronically and may be kept indefinitely once they are downloaded. Articles will expire from your Tipasa account after a 30 days or 5 views, whichever happens first. You must download them if you want to keep them longer.
Some items may be loaned with additional restrictions, such as for use inside the library only, or without the option of renewal. Please see the Renewals section, below, for more information about renewals.
If you know in advance that you will require materials for a period longer than 4-6 weeks, please consult with a librarian.
Approval for renewal depends upon the policy of the library that owns the item. We cannot renew ILL items without the other library’s permission.
Renewal requests should be submitted at least three days before the item is due. This will give you a chance to return an item on time, even in the event that the lender is unwilling to renew it. ILL staff sends due date reminder emails three days prior to the due date.
If you will still need an item after its due date, and the item cannot be renewed, you can duplicate your request instead (follow instructions linked above and click on Duplicate Request instead of Renew Item).
Renewal requests can also be submitted by email to email@example.com, or by visiting the ILL office in Lilly Library.
What is PALShare?
PALShare is a service provided through Earlham's membership in PALNI, the Private Academic Library Network of Indiana, comprised of 23 libraries throughout the state. Currently, registered students, faculty, and staff from all 23 schools have the ability to check out materials from any of the 22 other schools. If Earlham doesn't own an item, but another PALNI school does, you can now request a hold on the item from the library catalog and have it delivered to Earlham. Items will be ready for pick up at your local library in approximately 5 business days. You may only request physical books and media items from PALShare (no articles or electronic materials).
How is PALShare different than ILL?
Longer loan period: 60 days for books; 14 days for media - items may be renewed for 30 days (ILL loan periods are usually 4-5 weeks or less)
Transit time: Because items only come from Indiana libraries, books may come faster than ILL.
Labels: PALShare items are marked with a sticker on the cover. Please do not remove this sticker; it is needed for processing when you return the item.
How is PALShare the same as ILL?
Quarantine on incoming items: All incoming physical items for PALShare and ILL are currently subject to a mandatory COVID-19 related 3 day quarantine. After 3 days the items will be processed and available for users to pick up. We apologize for the delay but these guidelines help ensure the safety of our users.
Pick up location: Materials are still picked up and dropped off at the Lilly Library Circulation Desk.
Manage your items: All PALShare and ILL items can be managed in the same interface as normal Earlham College materials.
User notification: Users will receive an email when their item is available for pick up. [Notices are sent from a firstname.lastname@example.org may be caught in your spam filter; if you think your item should have arrived and you haven't seen an email, please check your spam filter.]
How do I request an item through PALShare?
Details for placing requests can be found in our FAQ section.
Is PALShare better than ILL? Is ILL better than PALShare?
This is a personal preference. Speed of service should be similar, unless ILL materials come from another state/country. Try out both services, and let us know what you think.
Will I be charged fines for items received through PALShare?
If you return PALShare items late, it is up to the library who owns the items to decide if fines are charged. If an item received through PALShare is lost or damaged, fees will be assessed based on the policies of the library who owns the item.
After you have done a search in WorldCat Local, if your library does not own the item, but another PALNI library does, you can request it via PALShare. Start by clicking on the title of the item you'd like to request. Then, look for the button that says "Interlibrary Loan - Request via PALShare."
You will be directed to login to your library account. Your username is your email address (without the @earlham.edu and no capital letters) and your password is your email password.
After you have logged into your account, make sure your pickup location is set to Earlham College, Lilly Library, and click the Submit button.
Unless you get an error message, the hold has been placed, and should be available at your local library in approximately 5 business days.You will receive an e-mail when the item is available for pickup. Books will be loaned for 60 days and media items will be loaned for 14. Items may be renewed for 30 days. Please speak with a librarian if you have any issues or receive an error message while using this service.
Please note: PALShare items are currently subject to a 3 day quarantine upon arrival in the library. You will be emailed to pickup the item after the quarantine period has passed.
You will be notified by email when your ILL materials arrive. Books should be picked up at the Lilly Library circulation desk. If an article you requested is not attached to the notification email you receive, you can retrieve it online by logging into your Tipasa account, navigating to the Requested tab, and clicking Available to view under the status column of the request.
Materials owned by other libraries may not be placed on reserve.
Please talk to a librarian if you would like a copy of something you have obtained through ILL ordered for the Earlham College Library collection and placed on reserve for one of your courses.
Document Delivery provides access to materials that are part of Earlham’s collection, whereas ILL is for materials that must be obtained from other libraries. Seminary remote students may request physical materials from the Earlham Libraries collection in the same manner as requests for regular ILL materials, via the Tipasa interface. For more information about Document Delivery services, please visit Earlham’s Document Delivery web page.
Seminary students living at a significant distance from campus (50 miles or more) are welcome to request articles from other libraries through ILL at Earlham, using Tipasa. When the requested articles arrive, they will be delivered electronically to the student’s Tipasa account or to their email address. Although we cannot deliver other libraries’ books and media (such as DVDs) to Access and Connections students’ homes*, we are happy to send books from Earlham's own library collections through Document Delivery.
Additional information on can be found on Earlham School of Religion & Bethany Theological Seminary: Document Delivery web page.
* Books and media items may be requested via ILL from your local library.
ILL is a process that depends on reciprocity. It is very important for Earlham to return ILL materials on time to the institutions that have shared them with us. All libraries reserve the right to deny ILL privileges to institutions that do not return materials on time and in good condition.
Please pay close attention to the due dates printed on your ILL items. You can also view any active due dates by logging into Tipasa. As stated above, loan periods often vary from one item to the next and not all ILL items are eligible for renewal. Please see the relevant section above for more information. Due date reminder emails are sent 7 days prior to the due date, followed by additional notification emails for items not returned on time.
Patrons whose ILL books are lost or damaged will be responsible for the payment of replacement costs, repair costs, and any related fees that may be charged by the lending library.
Patrons who have items that are long overdue (more than 14 days overdue), or those who chronically do not return materials until they are long overdue, may have their ILL accounts blocked until items are returned. For more information, see FAQ: "Why can't I create new requests?"
These policies apply equally to all faculty, staff, and students of Earlham, Bethany, and ESR.
There are a few reasons you may not be able to create new requests in Tipasa:
If you do not fall into one of the categories above and you are unable to place new requests in Tipasa, please contact ILL staff at email@example.com for additional assistance.
Tipasa Request Status Definitions
Once you have placed an interlibrary loan request, you can see the progress of your request by logging into your library account and clicking the Requested tab. Definitions of Tipasa statuses* are provided below:
Available to view: The item has been received and is available for viewing or downloading in your account under the Requested tab. Articles remain available for 30 days or 5 views, whichever happens first. If you download an article the downloaded copy is yours to keep permanently.
Cancelled: You or the library have cancelled the request. Cancelled requests can be found and duplicated at a later time in your library account under the Requested tab.
Complete: The ILL item has been returned to Lilly Library/the lending library.
Due [date]: The ILL item has been checked out to your account. If your item is renewed, the due date will change.
In Transit: Another library has shipped your requested item; it will arrive soon.
Overdue: Your ILL item is now overdue. Please return it as soon as possible.
Ready for pickup at Lilly Library until [date]: The item is currently waiting at the Lilly Library Circulation Desk for you to pick up.
Recalled: The ILL item has been recalled by the lending library. Please return it as soon as possible.
Submitted: Your ILL request has been submitted. Library staff are processing it and it is being sent to libraries to see if they can supply the item.
Unable to Provide: The library is unable to borrow the requested item.
*At several points in the process emails are sent to the user instead of a status update. For example, if the lending library needs more information in order to fill your request, you’ll receive an email.
You will also receive an email if your request is cancelled by ILL staff, if an item is ready to pick up, if your original request has been duplicated to a new request, if your renewal request has been approved, or if the item you have requested is owned by Earlham.
If the status you are looking for is not listed, please contact the ILL office at firstname.lastname@example.org or call 765-983-1241 for more information.
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