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ILLiad @ H FAQ

Answers to Frequently Asked Questions about ILLiad @ H

What is ILLiad @ H?

ILLiad @ H is an interlibrary loan management system. Interlibrary loan is the sharing of material among libraries in accordance with the US Interlibrary Loan Code; because no single library can own every publication, and because people have information needs that might extend beyond what's held in their own library, we work with libraries across the country to try and obtain items for you that you can't find here at Harrison Libraries. ILLiad @ H allows you to place ILL requests, check on their status, view electronically delivered documents, track due dates, and submit renewal requests all in one place that you can access at any time. Please make sure to check our libraries' collections before placing ILL requests, and always feel free to ask a library staff member for help if you're not finding something you need.

Who can use ILLiad @ H?

Current faculty, staff, and students at the University of Hartford can use ILLiad @ H. Alumni, Guest Borrowers, and users from the local community should use their public libraries for interlibrary loan.

Why do I need a username and password to use ILLiad @ H and what do I do if I forget them?

Your username and password allow you secure access to your interlibrary loan account. While your username is on file at the Interlibrary Services office, your password is stored in an encrypted file and is known only by you. If at any time you forget your username, contact ILS and we can find it for you. If you forget your password, you can reset it online by clicking the Reset Password link on the ILLiad @ H logon page. After you enter your username, the system will send an automated email to your inbox providing a link that you can use to reset your password and log in to your account.

Why do I have to use my University of Hartford email address?

The University of Hartford email account that is assigned to you is unlikely to change while you are a student or employee here at the University. Using it ensures that we always have a way to reach you with information about your requests. If you find our emails are being diverted to your Spam folder, just add ill@hartford.edu to your Allowed Email Addresses list. For more information, click here.

What if my contact information or status changes?

You can edit the information you gave us when you registered by logging in to your account and clicking the Update Account link in the Tools category on the Main Menu.

What is electronic delivery?

Documents that are sent to us in an electronic format can be posted to our server as PDF files for you to access directly from your ILLiad @ H account. You can read more about electronic delivery on the Electronic Delivery Information page.

What is ScanIt @ H?

ScanIt @ H is the free Harrison Libraries document delivery service that provides PDF copies from items we own to current faculty, staff and students at the University of Hartford. You can read more about the service on the ScanIt @ H Information page.

Is there a charge for requesting material?

Harrison Libraries does not charge patrons for placing requests through ILS and can get most items for free. If no freely lending libraries can fill a request we'll cancel it and notify you of its status so that you can then evaluate whether or not you would like to pay to obtain it through interlibrary loan from an institution that charges a lending fee.

Are there any copyright restrictions on requests I place through ILS?

Yes, US Copyright laws apply to items the library obtains for you. Copies of articles and chapters can't be posted elsewhere or distributed to others, books and scores can't be copied in their entirety, and audiovisual materials can't be burned or reproduced. Please note that we are prohibited from filling requests for multiple articles from a single journal issue or multiple chapters from a single book for an individual patron. More information about US Copyright laws can be found in the Libraries' Copyright Subject Guide.

How do I place a request in ILLiad @ H?

Many of the databases that the Libraries subscribe to allow you to request material directly from where you are searching by clicking on the ILL this with ILLiad @ H link. This link is usually on the detailed record screen, where the citation information you see is just about one item, rather than a page made up of a list of search results. Clicking the link will bring up the ILLiad @ H logon page and, after you've logged in to your account, the bibliographic data about the item you'd like to obtain will automatically transfer to a request form.

If you're not searching in a database but have all of the necessary information about the material you need, or the database you're using doesn't display the ILL this with ILLiad @ H link, you can fill out one of the request forms that are accessible from the ILLiad @ H Main Menu. Choose the request type that best describes what you're looking for, complete as many fields as possible (including all of the required ones marked with an asterisk), and click the Submit Request button to send it to the Interlibrary Services office.

How many requests can I place at one time and how long will it take to fill them?

You can submit as many as you'd like. We'll process up to 5 each business day in Transaction Number order. If you place a large number of requests and would like us to prioritize certain items, just send us an email to let us know. On average, copies are available within 4 days of processing and books and scores are received within 10, but because delivery times are dependent on many variables, we recommend you plan ahead when placing requests and allow up to 3 weeks for them to arrive. If you have an immediate need for material on a certain topic, please speak to a member of our Reference staff--they may be able to help you find information in our local collection or at a nearby library so that you don't need to wait for an ILS request to be filled.

What types of material can I ask for?

You can request journal articles, books (print only, ebooks are generally unavailable through ILL), book chapters, conference/proceedings papers, music scores and parts, theses/dissertations, sound recordings, videos or microfilm. Requests for titles on the current semester textbook list or on course reserve, or for the loan of books that Harrison Libraries has on the shelf, will be cancelled.

What do the different request statuses mean?

Here are a few of the most commonly seen statuses. If one of your requests is ever at a status that is unclear to you, you can contact the Interlibrary Services office for more information.

  • Awaiting Copyright Processing or Awaiting Request Processing--the request is being processed by the ILS office
  • Searching for Lender--the request has been forwarded to other libraries who may be able to fill it
  • Ready for Pickup at Mortensen--the item has arrived and is ready for pickup at the Mortensen circulation desk
  • Checked Out to Customer--the material has been checked out to you
  • Request Finished--the request has been filled and is now complete
  • Cancelled by ILL Staff or Cancelled by Customer--the request has been cancelled
  • Renewal Requested--you have requested a renewal for an item
  • Awaiting Renewal Request Response--we are waiting for the lending library to grant or deny the renewal request
  • Awaiting Customer Response--we have emailed you regarding the request and need to hear back from you before we continue processing it
  • Awaiting Unfilled Processing--the libraries to which we sent your request were unable to send it and we are checking to see if there are other libraries that we can ask
  • In DD Stacks Searching--we are checking to see if this material is available at Harrison Libraries

How will I know if a requested item has arrived and where do I go to get it?

We'll send you an email when your request is available. Loans can be picked up at the Mortensen Library circulation desk; if they haven't been checked out within two weeks of receipt, or if items are short term loans that are still on the shelf when they reach their due date, we'll return them to the lending institution. Most articles can be accessed through your ILLiad @ H account, just log in and click the Available Articles link under the View category on the Main Menu. Documents can be opened by clicking the View links to the left of their titles and will remain online for 30 days before being removed to help us comply with US copyright law. Occasionally we receive articles that can't be posted online, and these are held at the circulation desk for pickup (or mailed to faculty and staff offices) and are yours to keep.

How long can I use my interlibrary loan?

Loan periods are determined by the lending libraries and usually range from one to four weeks; books, dissertations and scores can often be checked out longer than audiovisual materials like CDs and DVDs, which are generally short term loans. We include the due date in the email we send to inform you that an item has arrived, as well as on the pink ILS slip that accompanies a loan. You can also see when material is due by logging into your ILLiad @ H account and clicking on the Checked Out Items link on the Main Menu. Please return interlibrary loans to the Mortensen circulation desk or the Interlibrary Services office--don't place them in the book drop, as this increases the risk that they'll sustain damage for which you'll be billed.

What happens if my loan becomes overdue?

Due dates must be honored so that we are able to borrow items from the same libraries in the future. If you repeatedly return material after the due date, we may restrict your use of interlibrary loan requests to within Mortensen Library. ILLs that are returned extremely late will be billed as lost items through the Bursar; a minimum of $100 plus a nonrefundable $15 processing fee will be charged to your University account and future interlibrary loans will be automatically restricted to Library Use Only.

Can I renew my interlibrary loan?

Renewals are granted at the discretion of the lender. Renewal requests can be made from 7 days before the due date up until the day that the material is due--overdue ILLs are not renewable. To ask for an extension, log in to your ILLiad @ H account and click on Checked Out Items (under View). Select the appropriate Transaction Number and then click on Renew Request to send your renewal request to the ILS office; if the item can't be renewed, the Renew Request link won't appear and the material needs to be returned by the due date listed. Once we've received a response from the lending library we'll email you to let you know and update the due date in the system--please feel free to hold on to the loan until then.

How do I search for a particular request?

Enter a keyword, name, or Transaction Number in the search box and click the Search button. If the Active button is selected, the results will only include requests that have not been cancelled or finished. If the All button is selected, the results will include a search of all requests.

How do I cancel a request?

Click on the Transaction Number of the request you would like to cancel. On the next screen, click the Cancel Request button that is displayed above the Transaction Information box. You can also contact the Interlibrary Services office.

Is security a problem if I use a public workstation?

Browsers cache information and create a history file on the local computer. This could allow the next user to access the system under your name by using the browser's Back button or by finding a page with your personal information in the browser's history file. If you're concerned about the security of your ILLiad @ H account, access it only from your personal computer or, when using a public access workstation, clear the history file and close the web browser before leaving the area.

Who do I contact if I have problems with or questions about ILLiad @ H?

The Interlibrary Services office can assist with any problems or questions. Email us at ill@hartford.edu, or call 860.768.4364