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How Interlibrary Loan Works

    What is Interlibrary Loan?

    Interlibrary Loan is a service in which participating libraries nationwide share their collections with one another. If an item you need is not available at the Carmel Clay Public Library, we can request it for you from another library.

    Who can use this service?

    This service is available to residents or owners of property in Carmel or Clay Township who have a CCPL library card and who are in good standing. (Holders of Public Library Access Cards or cardholders whose home libraries are elsewhere in Hamilton County are asked to make their requests through their home libraries.)

    What types of materials may I borrow?

    You may request books that were published more than two years ago*, copies of magazine or journal articles, and newspaper or genealogy microfilm.

    * If the item you want has been published within the last two years, please make a suggestion for purchase instead. If the item does not fall within our collection guidelines for purchase, we will request the item for you through interlibrary loan as long as it is at least six months past the publication date. Most libraries will not lend new books.

    What types of materials may not be borrowed?

    We will not request new books that have been published within the past six months, audiovisual materials (CDs, DVDs, etc.), items that we already own, entire magazines, or ebooks.

    Is there a fee for this service?

    We request items from libraries that will lend for free when possible. If there is no library that will lend the item for free, we will contact you to see whether you are willing to pay for the loan.

    How long will it take for my item to arrive?

    Items usually arrive within 2–3 weeks. There are several contributing factors, including distance from the lending library (out-of-state usually takes longer), staffing in other libraries, and delivery method. We cannot guarantee a delivery date.

    What is the loan period?

    The lending library sets the due date for your item. This could be from two weeks to more than a month. Many libraries are willing to grant renewals, but some are not.

    How many Interlibrary Loan items may I borrow?

    You may borrow up to 5 interlibrary loan items at a time. This includes books in your possession and those in process to be delivered. You may make additional requests as your items are returned.

    How will I know when my requested item has arrived?

    When your item is ready for pickup, you will be notified by email or by phone. You can pick up your item at the Ask Here desk in the Main Library lobby. Interlibrary loan books are not kept on the regular holds shelf. When a fee is charged for the loan, the item will be held at the Main Library's Adult Services Desk on the second floor.

    How can I suggest an item for purchase?

    • Begin at the CCPL website—carmelclaylibrary.org.
    • In the search box, type the name of the book you are requesting. The search location should use the default—Catalog.
    • If your item is found in the catalog, great! You don't need to make the suggestion. If not, scroll to the bottom of the page.
    • Click the link to Suggest a title for purchase in the Library Services section. (If it doesn't appear, click on Discover more services and resources near the flashlight icon.)
    • Log into your CCPL account using your username or library barcode number and password. You must be a Carmel Clay Library cardholder to request items for purchase.
    • Click on the Add Suggestion button.
    • Fill in as many boxes as you can and submit.

    How can I request something through Interlibrary Loan?

    Follow the steps below to create an Interlibrary Loan account online. Then submit your Interlibrary Loan request online. If you need help, stop by the Main Library's Adult Services Desk, call us at 317.814.3988, or contact us via email at adultservices@carmelclaylibrary.org.

    How do I create my Interlibrary Loan account?

    • The library uses a system called First Search to handle interlibrary loans. You will need to set up a First Search account using your library card barcode (without spaces) as your user name.
    • To begin, click here and type in your 14-digit library card barcode with no spaces.
    • The first time you enter First Search, click My Account and then New User Registration and create your ILL First Search account. IMPORTANT: Please use your library card barcode with no spaces for your user name. The password requires at least 8 characters.
    • Fill in the rest of the spaces, including your current address, phone number and email address.
    • Click Register.

    How do I submit an Interlibrary Loan request?

    • If you have created an interlibrary loan account following the steps in the section above, go to carmelclaylibrary.org/ill and enter your library card number.
    • Log into First Search using the First Search account that you created.
    • Using either the basic search tab or the advanced search tab, type the title and/or author's name into the search boxes.
    • Click Search. (If CCPL owns the book you are requesting, you will see CARMEL CLAY PUB LIBR near the record. We will not request books that we own through interlibrary loan, even if our copy is currently checked out.)
    • Click the title of the item you wish to borrow. Do not select items with a globe or computer disk icon. We cannot request electronic media.
    • Below the book information, in the Get This Item section, you should see a link to Borrow this item from another library (Interlibrary Loan). Click the link. If you don’t see this option, the book is not currently available or not eligible to borrow from another library.
    • Fill in the requested information. If you’d like to pick up your Interlibrary Loan book at the West Branch, please select CCPL West Branch as the Pick-up Location.
    • Click submit.

    How do I monitor the progress of my request in my account?

    • Click here and log into your account.
    • Click the Resource Sharing tab. You should see your request along with some columns that give you information about your request.
    • Click the Help icon. You will be able to read an explanation of the status that is (or soon will be) showing in your account.
    • If the status is UNFILLED, please do not request your item again. We will be alerted that your request was unfilled and take appropriate action. We will notify you if we are unable to fulfill your request.
    • After the status changes to RECEIVED BY LIBRARY, you will be notified when your item is ready to pick up. Please wait until you are notified, as there may be a delay due to processing the item for checkout.
    • If you find it necessary to request a renewal, first check the tag on the front of your book to see if renewals are restricted. If renewals are allowed, click the renewal link for that item. You should see a status change indicating your renewal request. Response times from the lending libraries vary.

    If you need assistance or have other questions about interlibrary loan requests, please contact the Adult Services Department at 317.814.3988 or adultservices@carmelclaylibrary.org.