Registration 2025 Updates - Please Read

ILR

(Inter Library Requests)

All ILR information can be found on the ILR pages of the library website

Contact the ILR team: library.interlib@sussex.ac.uk

ILR

Interlibrary Requests (ILRs) allows borrowers to request the loan of a book, journal issue, journal article or chapter from a book we do not stock in the library or have electronic access to.  All submissions are dealt with by the ILR team.
User should complete the online form on the Library website with as much detail as possible.
ILRS are free of charge up to a certain limit per annum:

20 for UGs, 50 for PGs, staff and faculty and 5 for Associates.

They can be renewed by contacting the ILR team directly at: library.interlib@sussex.ac.uk (Renewals are now free)
Once the limit is reached, the requester will be charged the full rate (currently £18). 
International requests are £20 for a book and £10 for an article.  
Fines for overdue ILRs are charged at 50p per day and lost ILRs will be invoiced at the British Library rate.

Issuing ILRs (White Label)

Items processed by the ILR team are placed in the cupboard at the LSD. The borrower is notified by email that the ILR is ready to collect. 

Issuing ILRs  (White label only)

Find the Fulfilment > Manage Patron Services page on Alma
- Scan the user’s card or enter their user ID 
  - Find the item in the cupboard. Items are shelved alphabetically using the borrowers surname written on a slip placed inside the book. Articles are kept in the black box files. Printed Articles do not need to be issued on alma.  
    - Scan the item’s barcode 
      - Place the yellow slip with the borrower’s name in the ILR tray at the back of the LSD. 
        Inform the borrower they must return the item to the LSD with all of the outer packaging (purple card). 
        Show the borrower the grey slip on the inside cover which has renewal and contact information on

Issuing Library Use Only (LUO) ILRs (Orange Label)

Sometimes the lending library stipulates the book cannot leave the library. Borrowers are notified of this stipulation via email and it is clear on the item itself.  

Find the item in the cupboard. Items are shelved alphabetically using the borrowers surname written on a slip placed inside the book.  
- LUO ILRS are not issued on Alma 
  - Place the yellow slip with the borrower’s name in the plastic wallet on the back of the cupboard door.  
    - Inform the borrower that this item cannot leave the library and any other stipulations made clear on the front.  
      - Explain that the item must be returned to the LSD with all of the outer packaging (orange card).   
        Show the borrower the grey slip on the inside cover which has renewal and contact information on.

Returning ILRs (White Label)

Borrowers must return ILRs to the LSD and not use the Book sorter. The machines are unable to recognise items that are not from the University of Sussex library.  

Find the Fulfilment > Returns page on Alma
- Scan the item’s barcode 
  - Place the item in the ILR tray on the LSD

Returning LUO ILRs (Orange)

Borrowers must return ILRs to the LSD and not use the Book sorter. The machines are unable to recognise items that are not from the University of Sussex library.  

Ask whether the item is needed again.
- If yes then replace the yellow slip from the pocket in the cupboard and return the item to the bottom shelf.
  - 1. 1. If no, replace the yellow slip from the pocket in the cupboard and place the item in the ILR tray.

Renewing ILRs

Renewals are now free

Renewals cannot be done by the requester online or by LSD staff. 

Do not return the item on Alma - Please ask them to keep hold of the item and email the ILR team at library.interlib@sussex.ac.uk for a renewal, stating the 44SUS number (found on the grey slip in the item) and the book title.

The ILR team will then contact the lending library to ask them for a renewal.  

The renewal usually gives a further 4 weeks (dependant on the lending library). 

This also applies if the book is already overdue - always contact the ILR team before doing anything.

ILR status Requests 

If a user asks about the status of an ILR they have requested we can check on Alma. 

Find the Fulfilment > Manage Patron Services page on Alma
- Scan the user’s card or enter their user ID 
  - Click on requests and check for the title 
    - Check the ‘Task’ column to see the stage of the process.  
      - ‘On Hold Shelf’ means it is ready to collect from the cupboard
        Other statements will relate to the ILR process - explain to users that their request is being processed.

Helping a user with an ILR enquiry

If recommending a user places an ILR request, please ask them to add as much information as possible to the 'any further information to support your request' field on the request form.

A reminder that obtaining material from another library is expensive, so we do request that the ILR service is only used for essential materials. 

Paying for an ILR

If a User has exceeded the amount of free ILRs or needs to pay for international ILRs the relevant charge will be added to their Library Account and a note left on the Yellow card inside the item at the LSD.

This charge must be paid online via their online library account or through the Sussex App before the item is released to the user.

This can be checked directly on Alma:

Find the Fulfilment > Manage Patron Services page on Alma
- Scan the user’s card or enter their user ID 
  - - - Click the link underneath 'Active Balance' on the right hand side of the screen
        Search the 'Active' and 'All' tabs to find the payment. If the payment is in Active it is yet to be paid.

Setting up a User Library Account

All University Members and external members with borrowing rights have a Library Account accessible through the library website: https://www.sussex.ac.uk/library/account/

External users will need to either use their personal email address OR their User number (primary identifier) and password to access their accounts.

If their account does not work, or does not exist then this can be created / edited on Alma.

Find the Fulfilment > Manage Patron Services page on Alma

Scan the user’s card or enter their user ID
- - Select their User number from the right hand side of the screen
    - Navigate to 'Contact Information' and make sure their email is up-to-date
      - Navigate to 'General Information' and reset the password as '[Surnamelibrary]'

Ask the user to try to access their library account again.

ILRs on Library Catalogue

WHELF+

ILR are part of the WHELF+ project (a group of 29 libraries who borrow and lend ILR items via Alma).

University of Sussex items that are in this system and currently out on loan to other Libraries will now be marked on the Library catalogue.

These items can be recalled by our users directly through the catalogue.

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